ECDL Advanced Presentations - Watsonia Manual by Dysgu Bro Ceredigion

ECDL ADVANCED AM6 V1.0 (2007) CLASSROOM GUIDE In

FOCUS

The Classroom Guide series has been developed to serve as a classroom resource for teaching the ECDL Advanced (European Computer Driving Licence) Syllabus Version 1.5 for AM3 / AM4 and Syllabus 1.0 for AM5 / AM6. Each of the guides contains material in a logical learning sequence designed to impart skills in using the respective application while at the same time addressing the requirements of the ECDL/ICDL syllabus. Each title in the InFocus series can be used as: •

a classroom workbook for instructor-led teaching and training;

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a self-study guide for self-paced learning;

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a tutorial guide for distance education programs;

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a resource collection of just-in-time support and information for help desk users and support staff;

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a handy, desk-side reference for computer users.

ECDL ADVANCED AM6 V1.0 (2007) CLASSROOM GUIDE Product: AM6v10-07

ECDL ADVANCED AM6 V1.0 (2007) CLASSROOM GUIDE ........................................ Copyright ÂŠ 2009 Melbourne by Watsonia Software Pty Ltd (ABN 64 060 335 748) Published by Watsonia Publishing

wp: Australia & New Zealand

UK & Ireland

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Product Code AM6v10-07 First Published February 2009 ........................................

Production Acknowledgments ECDL Advanced AM6 v1.0 (2007) is produced with the assistance, hard work, advice, recommendations, and dedication of a number of people too numerous to mention. We thank you all.

Trademark Acknowledgments All terms mentioned in this manual that are known to be trademarks or service marks have been appropriately acknowledged or capitalised. Watsonia Software cannot attest to the accuracy of this information. Use of a term in this manual should not be regarded as affecting the validity of any trademark or service mark. Screen Shots ÂŠ 1983-2009 Microsoft. All rights reserved.

Disclaimer Every effort has been made to provide accurate and complete information. However, Watsonia Software assumes no responsibility for any direct, indirect, incidental, or consequential damages arising from the use of information in this document. Data and case study examples are intended to be fictional. Any resemblance to real persons or companies is coincidental.

Copyright Notice This publication is protected in accordance with the provisions of the Copyright Act. Apart from permissions expressed in the Copyright Act pertaining to copying for study, review, or research, no part of this publication may be reproduced in any form, or stored in a database or retrieval system, or transmitted or distributed in any form by any means, electronic, mechanical photocopying, recording, or otherwise without written permission from Watsonia Software Pty Ltd.

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

READ ME FIRST In case you're not familiar with the terminology, Read Me First is quite often the name given to a computer file that contains important information for people to know prior to using an application.

This section contains some important information to help you use this book so we thought we'd start with a Read Me First section.

Who this course is for...

This publication is primarily designed for people wishing to further their presentation skills and who wish to prepare for ECDL Advanced Presentations AM6 v1.0 (2007).

What skills and knowledge you will acquire...

Module AM6 - Advanced Presentations will provide you with the skills and knowledge to plan and design sophisticated presentations. This course will enable you to work with many of the more advanced features of Microsoft PowerPoint including advanced formatting and layout techniques, the use of multimedia effects, creating mixed charts, using advanced drawing and image enhancement tools and automating presentations.

What you'll need to know before beginning this course..

This publication is designed to build on the skills acquired in ECDL Module 6 (Syllabus IV). It assumes that you can already create a basic PowerPoint presentation, and that you have a general understanding of personal computers and the Windows operating system as you will be required to start applications, work with and copy files, and locate file folders.

The objectives of this guide…

At the completion of ECDL1 Advanced AM6 v1.0 (2007) Classroom Guide you should be able to: • • • • • • • • • • • • •

identify the importance of planning a presentation use themes to enhance your presentations use the drawing tools to create and manipulate a range of drawings in your 4 presentations insert and manipulate pictures enhance drawings and pictures using a range of effects use SmartArt graphics to communicate important information in your presentations create and manipulate charts containing mixed data ranges and layouts copy and link information from other data sources, such as Word and Excel manage and manipulate slides within a presentation and between presentations run a slide show with or without animation or transition effects enhance your slide shows using hyperlinks, action buttons, movie clips and sounds set up an on-screen presentation for speaker-led or self-running slide shows publish your presentations so that they can be shared with others

What you get in a Chapter...

Each of the chapters is comprised of a summary page listing the topics covered in that chapter. The chapter then consists of single-page topic sheets pertaining to the theme of the chapter.

What you'll need to have before commencing this course..

Many of the topics in Module AM6 - Advanced Presentations require you to open an existing file with data in it. These files can be downloaded free of charge from our web site at www.watsoniapublishing.couk. Simply follow the student files link on the home page. You will need the product code for this course which is AM6v10-07.

As you work through this guide…

It is strongly recommended that you close all open files, if any, prior to commencing each new chapter in this learning guide. Each chapter, where relevant, has its own set of course files and any from a previous chapter are no longer required.

Software version and screen shots...

This courseware is intended to be non-specific with regard to the version of software being used. While the courseware has been written using Microsoft Windows Vista and Microsoft Office 2007, there is little difference between these versions of Windows and Office and immediate past versions and with a little flexibility the student should easily by able to adapt the courseware to the appropriate version of software in use.

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Read Me Preface

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

WORKING WITH TOPIC SHEETS The majority of this book comprises single-page topic sheets. There are two types of topic sheets: task and reference. The layout of both is similar â&#x20AC;&#x201C; an overview at the top, detail in the centre and

additional reference (optional) material at the bottom. Task sheets contain a Try This Yourself step-by-step exercise panel in the detail area as shown below.

1 2

3 4

Topic name

General topic overview provides an introduction to the topic

Try This Yourself (Task-based topic sheets) is a detailed step-by-step practice exercise for you to work through. In Reference topic sheets this is usually replaced by a box with reference information.

In Task topic sheets screen shots and graphics provide a visual clue as to what will happen when you work through the Try This Yourself practice exercise. In Reference topic sheets the screen shots and graphics are used to visually represent information and concepts.

The For Your Reference (optional) element provides a quick summary of the steps required to perform a task. These usually only appear in Task-based topic sheets.

The Handy To Know (optional) element provides additional information such as alternate ways of accomplishing a task or further information providing handy tips.

ÂŠ Watsonia Publishing

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How To Preface

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

CONTENTS Chapter 1: Design Considerations

Designing A Presentation ............................................................................... 2 Presentation Methods & Hardware................................................................. 3 Planning a Presentation ................................................................................. 4 The Environment ............................................................................................ 5 The Audience.................................................................................................. 6 Style Guidelines .............................................................................................. 7 Design and Layout .......................................................................................... 8

Chapter 2: Themes

Applying a New Theme to a Presentation .................................................... 10 Theme Colours ............................................................................................. 11 Theme Fonts................................................................................................. 12 Theme Effects............................................................................................... 13 Working with Backgrounds ........................................................................... 14 Changing the Page Setup ............................................................................ 15

Chapter 3: Drawing Objects

Drawing Tools ............................................................................................... 18 Arranging Objects ......................................................................................... 19 Grouping Objects .......................................................................................... 20 Formatting Objects ....................................................................................... 21 Resizing Objects ........................................................................................... 22 Layering Objects and Changing their Order ................................................. 23 Positioning Objects on a Slide ...................................................................... 24 Practice Exercise .......................................................................................... 25

Chapter 4: Working with Pictures

Pictures Overview ......................................................................................... 28 Using a Picture Placeholder ......................................................................... 29 Using the Insert Tab to Insert a Picture ........................................................ 30 Inserting a Picture from the Clip Art Pane .................................................... 31 The Selection and Visibility Pane ................................................................. 32 Using the Selection and Visibility Pane ........................................................ 33 The Format Picture Tab................................................................................ 34 Recolouring a Picture ................................................................................... 35 Changing the Picture Style .......................................................................... 36 Rotating and Flipping .................................................................................... 37 Cropping a Picture ........................................................................................ 38 Resizing a Picture ......................................................................................... 39 Converting a Picture to a Drawn Object ...................................................... 40

Chapter 5: Using Effects

How to Use Effects ...................................................................................... 42 Setting a Transparent Colour ....................................................................... 43 Applying 3-D Effects to Objects .................................................................... 44 Applying Shadow Effects to Objects ............................................................ 45 Fill Effects ..................................................................................................... 46 Applying Colour Fill Effects........................................................................... 47

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Contents

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

CONTENTS Chapter 6: Working with SmartArt

Understanding SmartArt ............................................................................... 50 Inserting SmartArt ......................................................................................... 51 The SmartArt Text Pane ............................................................................... 52 Changing the SmartArt Style ........................................................................ 53 Changing The Colour of SmartArt Styles .................................................... 54 Changing the SmartArt Layout ..................................................................... 55 Adding a New Shape to a SmartArt Graphic ................................................ 56 The SmartArt Tools Format Tab .................................................................. 57 Resizing and Moving SmartArt .................................................................... 58 Practice Exercise .......................................................................................... 59

Chapter 7: Working with Mixed Charts

Creating a New Chart ................................................................................... 62 Creating a Mixed Chart................................................................................. 63 Adding a Secondary Axis ............................................................................. 64 Changing the Display of the Values Axis ..................................................... 65 Creating a Mixed Chart Template................................................................. 66

Chapter 8: Using Other Data Sources

Paste Options ............................................................................................... 70 Pasting a Word Table ................................................................................... 71 Linking To a Word Table ............................................................................. 72 Linked Objects .............................................................................................. 73 Working with Linked Objects ........................................................................ 74 Using Excel Data in a Presentation .............................................................. 75 Creating a Hyperlink to a Word Document ................................................... 76 Practice Exercise .......................................................................................... 77

Chapter 9: Slide Masters

The Slide Master View .................................................................................. 80 Changing the Slide Master ........................................................................... 81 Slide Layouts ................................................................................................ 82 Changing Slide Layouts................................................................................ 83 Inserting Slide Layouts and Placeholders .................................................... 84 Multiple Slide Masters and Master Layouts.................................................. 85 Inserting a New Slide Master........................................................................ 86 The Handout Master and Notes Master ...................................................... 87 Saving a New Presentation Template ......................................................... 88 Using a Presentation Template .................................................................... 89 Practice Exercise .......................................................................................... 90

Chapter 10: Slide Management

Using The Slide Sorter View......................................................................... 94 Adding Slides From Other PowerPoint Files ................................................ 95 Practice Exercise .......................................................................................... 96

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Contents

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

CONTENTS Chapter 11: Running a Slide Show

Running a Simple Slide Show .................................................................... 100 Setting Slide Transitions ............................................................................. 101 Animation .................................................................................................... 102 Custom Text Animation .............................................................................. 103 Using Custom Animation ............................................................................ 104 Custom Animation Contents ....................................................................... 105 Using Emphasis Custom Animation ........................................................... 106 Advancing Slides ........................................................................................ 107 Setting Up Slide Shows .............................................................................. 108 Practice Exercise ........................................................................................ 109

Chapter 12: Automating Slide Shows

111

Understanding Hyperlinks .......................................................................... 112 Creating a Hyperlink ................................................................................... 113 Creating a Link to an External File ............................................................. 114 Understanding Action Buttons .................................................................... 115 Creating Action Buttons .............................................................................. 116 Adding an Action to an Existing Object ...................................................... 117 Using Action Buttons During a Slide Show ................................................ 118 Working with Movie Clips ........................................................................... 119 Working with Sounds .................................................................................. 120 Adding Sounds to Your Presentation ......................................................... 121 Adding a Movie Clip To Your Presentation ................................................ 122 Automating Slide Shows............................................................................. 123

Chapter 13: Custom Slide Shows

125

Creating a Custom Slide Show................................................................... 126 Editing a Custom Slide Show ..................................................................... 127 Running a Custom Slide Show ................................................................... 128 Practice Exercise ........................................................................................ 129

Chapter 14: Setting Up Slide Shows

131

Understanding Set Up Slide Show Options ................................................ 132 Rehearse Timings ...................................................................................... 133 Using Timings ............................................................................................ 134 Understanding Narration ........................................................................... 135 Narrating Before Running a Slide Show ..................................................... 136 Practice Exercise ........................................................................................ 137

Chapter 15: Publishing Presentations

139

Package for CD ......................................................................................... 140 Publishing Slides to a Slide Library ............................................................ 141 Creating Handouts For Use in Word .......................................................... 142 Sharing Presentations with others .............................................................. 143 Sending Presentations ............................................................................... 144 How to Publish a Presentation to the Web ................................................. 145 Publishing a Presentation to the Web ........................................................ 146

Concluding Remarks

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147

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Contents

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

CONTENTS Notes:

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Contents

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

CHAPTER 1

FOCUS

DESIGN CONSIDERATIONS

ECDL_P785

When it comes to giving a presentation, keep in mind the age old saying “be prepared”! Planning ahead is vital to the overall success of your presentation. You need to consider presenting the right information, in the right layout, to the right audience in the right amount of time. Concentrate on the purpose of your presentation. Think about the audience, who they are, what they already know and what they want to know. Find out about the venue for your presentation or how people will view your presentation if you are emailing it to them. Think about ways of communicating your message, while keeping the flow steady and interesting. Spending the right amount of time in the planning phase for your presentation will help to ensure that your message is well-received.

In this session you will:

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gain an overview of presentation design considerations

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gain an overview of presentation methods and the hardware used for presentations

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learn how to plan for a presentation

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learn how to prepare your presentation based on where it will be held

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learn how to prepare for different types of audiences

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learn how to work with colours, backgrounds and fonts in a presentation file

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learn how to keep the audience focussed and interested.

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Chapter 1 - Design Considerations

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

DESIGNING A PRESENTATION The first stage in creating a presentation is the design phase. The design is determined by many factors including the purpose of your presentation, your intended audience, the format

of the presentation, the time you have to present it and how you plan to deliver it. The more planning you do before launching into the actual creation of the presentation the more time you will save.

Aspect

Impact on Presentation Design

Purpose

Identify what you are trying to achieve by this presentation. Are you trying to provide information, persuade people to make a decision or choice, motivate or inspire individuals or teams, or set up a web page for reference purposes? The choice you make here will determine the framework for the presentation.

Theme

What is the topic of your presentation? Make sure that you choose a design that matches your topic. For example, a template with a crayon design might be great for communicating the new plans for a children’s classroom or childcare centre, but would be totally inappropriate for an Accountant’s annual report – unless it was intended to add an air of humour!

Audience

Who are you designing the presentation for? Are they knowledgeable about the subject, or complete novices? What is their age, background, location, and position in the company? The design and language you use, and the level of animation applied, will depend on who you are trying to communicate with.

Key Ideas

What is the most important idea that you are trying to communicate? What other ideas do you want to focus on during the presentation? These ideas must take centre stage in your presentation, and must clearly leap out of the presentation as being important.

Action Required

What action do you want to take place as a result of your presentation? Do you want people to support your proposal? Do you want feedback on the information you have provided? Maybe you need to include a slide that provides a plan of action or contact details.

Timeframe

How much time do you have to present the information? You need to make sure that you don’t have too many slides to cover in the time available. It is highly unlikely that you will have too few, and in that case, you can make more time available for questions or discussion.

Time of Day

If you’re presenting in the early afternoon or evening, maybe you will want to add a bit more pizzazz to retain the interest than if it is early in the morning.

Form of Presentation

Will you be using black and white overhead transparencies or coloured 35mm slides? Will you be presenting your slides directly on a computer screen or projecting them on to a wall? Or will you be providing a series of web pages for people to browse at their leisure? The answer to this question will have a major impact on the design you choose, and the layout of the slides. For example, for projected slides, lighter text on a dark background is easier to read. Web pages work better with dark text and a light background. For on-screen shows you can choose either. For overhead transparencies, you need to change your page set-up before you begin so that the slides fit the projection area accurately. The design for transparencies must be simple and not include graphics that may interfere with the text.

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Chapter 1 - Design Considerations

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

PRESENTATION METHODS & HARDWARE Presentations can be made in a variety of ways and with a range of equipment. The means of presenting a show will depend on the size and location of your intended audience, whether or

not you need to make the presentation available on an on-going basis, such as a lecture, whether the presentation is interactive, and the equipment available to you. This table discusses the options.

Equipment

Purpose

Desktop Computer

A desktop computer can be used to present information to a small audience, or can be used as a kiosk for situations like trade shows and the like. It is ideal for interactive shows where you require the audience to navigate themselves. If you plan to distribute a show, such as product information, or a lecture including video and notes, you can design your presentation to suit a computer monitor.

Laptop Computer

Laptop computers are ideal for transporting a presentation. They can be used for small audiences, as with the desktop computer, but most often are taken to the audience with the presentation ready to run. The laptop is then hooked up to projection equipment and the show run from the laptop. The advantage of this set-up is that the presentation can be created and tested on the computer that will be used to present it, leaving less room for error.

Overhead Projectors & Data Shows

The overhead projector can be used to project overheads created in PowerPoint, or together with a data show and a computer, can be used to project the slides directly from PowerPoint. A data show is a tablet that sits over the top of the overhead projector and displays a see-through image of what appears on the computer screen. These have been made largely redundant by the reduction in price of video projectors.

Slide Projector

PowerPoint can be used to create 35mm slides, and this was common practice before the availability of modern projection technology. The drawback of using slides and a slide projector are that you cannot easily change the content of slides. In addition, navigation through a presentation will always be linear – you cannot easily jump from one slide to another out of sequence.

Video Projectors

Video projectors are connected to a computer and are used to project the computer image on to a projection surface. This is the most commonly used means of projection.

Internet & Network Access

Presentations can be made available over the internet or local network, and even scheduled for special broadcast times. Internet and network access means that people in a wide range of locations and in different time zones can watch the same presentation. Access can be restricted to a specific audience, and only one copy of the presentation is required.

Digital Pointer

Projection Surfaces

A digital pointer is a pointing device used by the presenter during a live presentation to emphasise particular points. Early pointers provided a simple laser light that appeared as a single red dot on the screen, while the latest ones actually enable you to change slides and underline points without having to touch your computer. These act as a wireless mouse as well as a pointer.

The surface that you project your presentation on to is just as important as the rest of your presentation. If the audience can’t read it, all of your work is wasted. There is a wide range of projection screens available, but even a flat white wall is sufficient. Matt surfaces are far better than gloss ones, because a shiny surface can cause very distracting reflections. Remember to test your presentation before you begin – the colour choices must work with the equipment provided.

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Chapter 1 - Design Considerations

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

PLANNING A PRESENTATION Before you start any presentation, it is essential to consider the audience and the environment in which the presentation will take place. While you may be a subject matter expert and you may

have included the most appropriate information, if you don’t plan around the audience and the environment, the message you are trying to convey may be completely lost.

Plan Ahead Here are some important issues to consider when preparing for a presentation: 1

The Environment Find out about the presentation venue in advance. Consider the following:

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How many people will be attending?

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Where are you presenting and how big is the room?

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Where will the audience be sitting in comparison to where you will be standing?

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Does the room have any natural light and, if so, are there curtains/blinds that can be closed?

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What equipment is available in the room?

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What equipment do you need to bring?

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Who can you contact on the day if you have problems with the venue?

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How much time has been allocated to the presentation?

The Audience Find out about the audience demographics. Consider the following: •

Who is your audience and what do they want?

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Why are you presenting to this audience?

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Are they all of a similar age (this might be relevant in situations when presenting to schools, property investors, people planning for retirement, etc)?

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Do they share a common occupation, job role, educational level or cultural background?

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Will any of your audience have any accessibility issues – such as special visual or auditory requirements?

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Will the audience need to make notes?

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Chapter 1 - Design Considerations

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

THE ENVIRONMENT thoroughly, in advance of the presentation day. If you are presenting in an external venue, find out as much information as you can about what facilities are available and what you will have to provide.

One of the most important things that you can do before your presentation is to check the venue ahead of time. Even if you are using your own facilities, it’s a good idea to check them again,

The Venue •

Check how many electrical outputs are available and where they are positioned. You may need to have access to extension cords.

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If you are using a blank wall to project onto, make sure it is a clean, smooth surface otherwise your presentation will be more difficult to see and read. If you are using a projection screen, check that it is functioning and again that it is a clean, smooth surface.

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Find out about the room temperature. If the room is too hot or cold, this can affect the participants as well as the presenter.

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Check whether you can “black out” the room or will there be a lot of natural light. Understanding the lighting of a venue will help you plan the best background and colour scheme for your presentation. If the room is very light, you will need to use a darker background with more contrasting colours for the text and graphics.

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Find out where the facilities are so that you can advise participants at the beginning of the presentation. If your presentation is lengthy, such as in the case of a training course, participants will need breaks and they should be advised of the times of these breaks before the presentation begins.

The Equipment •

Make sure all equipment is properly tested and checked in advance of the presentation.

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If you are using your own computer for the presentation, make sure that the battery is fully charged before the presentation, even if you are planning on using electrical outlets for power.

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If you are using a data projector, check it is working and it connects properly to the computer you will be using. Make sure there are replacement lamps available for the projector as these can burn out and you may need to change the lamp before (or heaven forbid) during the presentation. Do you know how to change the data projector lamp?

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Is the room very large? If so, you may need to use a microphone and speakers so that your audience can hear you. On the other hand, don’t use a sound system if the room is small – your own voice, projected correctly, would be sufficient for the audience.

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If there is a phone in the room, do you know its number, how to get an outside line and, very importantly, how to stop it ringing!!!

Other Considerations Preparing a venue for a presentation is vital to its overall success. Understanding the venue and equipment ahead of time and having a backup plan in place, will help put you at ease, so that you can concentrate on giving the best presentation possible to your audience.

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Chapter 1 - Design Considerations

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

THE AUDIENCE key demographics of the audience and determine how familiar they are with the subject of your presentation. Target your presentation to meet the audience and their needs.

A key ingredient in developing successful, effective presentations is learning how to analyse and prepare for your audience. Find out as much as possible about your audience. What are the

About The Audience •

If possible, consider the demographics of your audience and then tailor your presentation accordingly. For example, if you are presenting to a group of teenage school leavers, you will probably make a different use of clipart, sounds, animation effects, etc, than if you were presenting to a sales/marketing team. You will need to consider the use of language, terminology, and all visuals, such as images, charts, etc.

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One of the primary goals of your presentation is to meet the expectations of the audience. Focus on what they will want and need and what they need to do AFTER the presentation with the information you have given them.

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When preparing a presentation for a smaller group, perhaps up to a maximum of twenty people, your presentation and how you present, will need to connect directly with the audience. Unless it is appropriate, your presentation shouldn’t be too informal, but for smaller groups, it helps to pitch at the right level and to establish a rapport with the audience from the beginning.

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When preparing presentations for a larger group, there is usually a more formal aspect to the event. As with all presentations, the first five minutes tends to be what “hooks” the audience in for the rest of the presentation, so aim to make your introduction as succinct, interesting and relevant as possible.

Practice Makes Perfect Rehearsing your presentation and being prepared, are the key elements to a successful presentation. Consider the following preparation steps: •

Run through your presentation until you feel very confident with it.

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Practice your presentation in front of others and ask for their feedback.

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Fine-tune your presentation, if necessary.

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Check the venue/equipment again.

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Have a plan in case the venue changes. Know how to quickly and easily change your presentation background/colour scheme to suit a different setting.

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Chapter 1 - Design Considerations

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

STYLE GUIDELINES and most importantly consistent. Make sure your presentations can be easily seen and read. Remember to keep in mind the environment for the presentation and the audience too.

One of the most common mistakes when designing a presentation is making the slides too complex and detailed. Formatting, fonts, colours and backgrounds should be clear, contrasting

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Keep it simple.

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Avoid the use of all CAPITALS. Initial capitals for headings (such as This is a Heading) is easier and kinder on the eye.

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Be consistent with your styles and formatting. Feel free to use formatting such as bold, italics, underlining but don’t mix them from one slide to another or from one heading to another. Decide on a style and stick to it from one slide to the next. Your audience should be concentrating on the message that you are trying to put across, not trying to adjust their focus on whatever fancy formatting has just appeared on the screen.

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Use short phrases and sentences.

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Use san serif fonts, such as Arial, Verdana, Tahoma and Helvetica.

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Use shadow effects to emphasise text.

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Don’t use more than two fonts per presentation.

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Use font sizes that help to make the presentations readable whether they are viewed via a data projector or on a laptop screen. Ideally, keep titles to about 36 pt and the detail text to 28 pt so that even people at the back of a large room can read the text.

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Try to avoid special fonts such Wingdings, Monotype Sorts, MS Line Draw, etc. If you need to run your presentation on a computer that doesn’t have these fonts, you may find all sorts of unusual symbols appearing on your slides!

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Keep slides simple and uncluttered so that the information is easy to understand and digest. Try to use no more than 9 lines per slide and no more than 8 words per line. Don’t decrease the font size to fit more on each line as it will affect the readability of the slide.

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Use high contrasting backgrounds and colours to improve the clarity of your presentation. Dark backgrounds with lighter text are more easily read. Try not to use red, orange, or light blue for text or lines as these can sometimes appear invisible when the presentation is run as a slideshow.

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Use colour carefully – don’t mix and match a wide range of colours and hues. If in doubt, work with the colours provided in each of the PowerPoint Colour Schemes. These have been designed to complement each other and to work with different backgrounds too.

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Try to avoid the use of red and green in your presentations as these are not easily read by people with colour blindness.

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Check for consistency and accuracy. Spell checking and grammar checking should be completed before you run your presentation.

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Chapter 1 - Design Considerations

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

DESIGN AND LAYOUT presentation simple, consistent and clear. Don’t use too much information on your slides as this will confuse and distract your audience. Make the slides easy to follow, interesting and relevant.

The key focus for any presentation is the message you want to communicate, not the almost unlimited features of PowerPoint! Concentrate on keeping the design of your

•

Structure your presentation with an easy flow from one slide to another. Start with a Title Slide and then follow on with an Introduction/Overview. Next should come all the detail slides ending with a Conclusion and a Review. If you are unsure of how to structure a presentation, use the PowerPoint AutoContent Wizard to help you with the sequencing of your presentation.

•

Remember the saying “a picture is worth a thousand words”. Use visuals in your presentation to help convey your message. It has been found that people retain 75% more from a presentation if it includes interesting and relevant visuals. Pictures and images can also help communicate your message to members of the audience who have a different first language.

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Use text to support your visuals but remember to keep content relevant and uncluttered.

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Try to keep bullet lists to a minimum. This style of formatting can become boring and repetitive to the audience. Simple visuals, supported by relevant headings, can communicate more clearly to the audience.

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Avoid using Clip Art images. There is a tendency to overuse this form of visual and most people today are familiar with the more popular Clip Art images.

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Use charts and graphs to represent relationships between data. Remember to use labels to clearly identify the data and results.

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Use GIF images to insert visuals that use large blocks of colour. Use JPEG images for photos and graphics that have more diverse, smaller blocks of colour.

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Avoid the use of borders around slides and they are unnecessary and can even slow down the transition of slides during a slideshow.

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Readers generally prefer to read from top left to bottom right. Try to organise your slides with this in mind.

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Chapter 1 - Design Considerations

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

CHAPTER 2

FOCUS

THEMES

ECDL_P707

Themes are a new feature in Office 2007. They give a quick and easy way of globally formatting all sorts of documents to give them a consistent look and feel. There are many different built-in themes available to such programs as Word, Excel and PowerPoint. You can select a theme that suits a particular project, client, department, etc and then use that theme’s formatting for all the relevant files that you create. In addition to the built-in themes you can create your own to give you even greater flexibility when formatting your documents. However, if you are going to be collaborating with others when working on your documents, you may find that as a team you select one of the built-in themes so that you all use the same formatting. This will make all the combined documents clear and easily identifiable.

In this session you will:

•

learn how to apply a new theme to an existing presentation

•

learn how to apply and change theme colours

•

learn how to change the font theme for a presentation

•

learn how to apply theme effects to presentations

•

learn how to change the slide background or remove background objects

•

learn how to change the orientation and page setup for presentations.

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Chapter 2 - Themes

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

APPLYING A NEW THEME TO A PRESENTATION set of theme fonts, and a set of theme effects (including lines and fill effects). At the click of a button you can change the entire look and feel of your presentation by selecting a new theme.

You can quickly and easily format an entire document to give it a professional and modern look by applying a theme. A theme is a set of formatting choices that include a set of colours, a

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Before starting this exercise you MUST open the file P707 Templates and Themes_01.pptx...



Take a few moments to look through the 10 slides in the presentation and then return to slide 1



Click on the Design tab and have a look at the commands that are available on it – hover your mouse across each of the themes available on the Ribbon and see how your presentation updates



Click on the More button on the Themes group and select Opulent – take a few moments to look through your slides to see how they’ve changed



Now change the Theme so that Verve is applied – look how your slides have been affected



Finally, change the Theme to Technic and look through your slides



Save the presentation, closing it on completion

For Your Reference…

Handy to Know…

To change the theme for the presentation: 1. Click on the Design tab 2. Use one of the themes on the Themes group or click on the More button and select a theme from the available list

• A very useful feature in PowerPoint 2007 is the ability to apply a theme to all or part of your presentation. Simply right-click on the theme you want to use and then select an option from the shortcut menu – such as: Apply to All Slides, Apply to Selected Slides, Set as Default Theme.

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Chapter 2 - Themes

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

THEME COLOURS represent the current text and button background colours. You can choose a different theme of colours for your slides or for only a selected number of slides.

Theme colours contain four text and background colours, six accent colours, and two hyperlink colours. The colours on the Theme Colours

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Before starting this exercise you MUST open the file P707 Templates and Themes_02.pptx...



Click on the Design tab and using the Themes group, change the theme to Flow – take a few moments to look through the slides



Using the Colours button, on the Themes group, select the Opulent theme

Notice how the background of your theme still uses Flow but that the colour scheme is now Opulent



Now change the colour theme to Verve – again, take a few moments to look through your slides



Using the Slides pane, select only slide 2, 3 and 4 (you can use and click to make the selection)



Click on the Colours button in the Themes group and move the mouse over the Metro theme

 

Right-click and choose Apply to Selected Slides

Click the Undo button on the Quick Access Toolbar to reverse the theme colour

For Your Reference…

Handy to Know…

To change the theme colours for a presentation: 1. Click on the Design tab 2. Click on the Colours button in the Themes group 3. Click on a colour theme to update the presentation

• In addition to the built-in colour themes, you can also create your own. Click on the Colours button and select Create New Theme Colours. You can then select individual colours for specific types of information, saving the theme with a new name of your choice.

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Chapter 2 - Themes

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

THEME FONTS Presentations should really only have one or two font types used for all the slides. Two font types is a good way of providing a contrast between titles and body text but sometimes it’s sufficient to

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have one font type and to show the difference by changing the font size. Using Fonts in the Themes group, you can select a font set to apply to all or part of your presentation.

Continue using the previous file with this exercise, or open the file P707 Templates and Themes_03.pptx...

 

Ensure you are working on slide 1 in the presentation



Hover the mouse over Office – this is a font set that uses the same font but in different sizes – and then click to activate this Theme

Click on the Design tab and then click on the Fonts button on the Themes group

Take a few moments to look through your presentation



Now change the Fonts theme to Office Classic – which uses two different fonts



Using the Fonts button, now change the theme to Aspect Take a few moments to look through your presentation



Save the presentation on completion

For Your Reference…

Handy to Know…

To change the theme fonts for a presentation: 1. Click on the Design tab 2. Click on the Fonts button in the Themes group 3. Click on a font theme to update the presentation

• In addition to the built-in font themes, you can also create your own. Click on the Fonts button and select Create New Theme Fonts. You can then specify the font to use for headings and the font to use for body text.

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Chapter 2 - Themes

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THEME EFFECTS sets of effects to quickly change the look of these objects. Although you cannot create your own set of theme effects, you can choose the effect that you want to use in your own theme.

Theme effects specify how effects are applied to your charts, SmartArt graphics, shapes, and pictures, tables, WordArt, etc. By using the Theme Effects gallery, you can replace different

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Continue using the previous file with this exercise, or open the file P707 Templates and Themes_04.pptx...



Access slide 5 in the presentation as this contains some shapes, etc



Click on the Design tab and then click on Effects in the Themes group



Spend a few moments moving the mouse pointer across the themes and watch how the slide content changes

Don’t worry if nothing too exciting seems to be happening – theme effects can be very subtle – for example, the Trek theme has a shadow effect on the bottom of shapes and Verve has an upper shadow style



Click on the Trek theme to activate it for all slides in your presentation Take a few moments to look through the slides

 

Now change the Effects theme to Apex Save the presentation on completion

For Your Reference…

Handy to Know…

To change the theme effects for a presentation: 1. Click on the Design tab 2. Click on the Effects button in the Themes group 3. Click on an effects theme to update the presentation

• Unlike Colours and Fonts, you can’t create your own Effects theme.

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Chapter 2 - Themes

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

WORKING WITH BACKGROUNDS styles are updated to reflect the new theme colours and backgrounds. If you want to change only the background of your presentation, you should choose a different background style.

Background styles are background fill variations derived from combinations of the theme colours and background intensities in the current theme. When you change the theme, the background

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Continue using the previous file with this exercise, or open the file P707 Templates and Themes_05.pptx...

 

Ensure you are working on slide 1 of the presentation



Move the mouse pointer across the different thumbnail samples and view how the slides would be affected



Click on Style 5 to update your presentation

Click on the Design tab and then click on the Background Styles button

Now let’s change the background style just for slide 1



Click on the Background Styles button and hover the mouse over Style 4



Right-click on this style and choose Apply to Selected Slides

Only slide 1 should have updated



Now click on the Hide Background Graphics check box to turn off the graphic at the top of slide 1 – only the current slide will be affected



Save the presentation on completion

For Your Reference…

Handy to Know…

To change the slide background: 1. Click on the Design tab 2. Click on the Background Styles button 3. Either click on a style or right-click and select Apply to All Slides or Selected Slides

• If you want to turn off the background graphics for all the slides in the presentation, you can either check the Hide Background Graphics box for every slide or you can use the dialog box launcher on the Background group to access a dialog box where you can turn it off and Apply to All.

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Chapter 2 - Themes

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

CHANGING THE PAGE SETUP page setup to suit the sort of output you primarily expect to have for the presentation – such as onscreen, 35mm slides, etc.

By default, PowerPoint 2007 slide layouts are set up to the landscape orientation. You can, however, choose between portrait and landscape setups. In addition, you can alter the

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Continue using the previous file with this exercise, or open the file P707 Templates and Themes_06.pptx...



Click on the Design tab and then click the Slide Orientation button in the Page Setup group



Click on Portrait to change the orientation for the entire presentation Take a few moments to look through the slides – notice how PowerPoint reorganises the information on each slide to suit the new orientation



Using the Slide Orientation button, change the orientation back to Landscape

 

On the Design tab, click the Page Setup button



Now click on the Page Setup button again and change the Slides used for box back to On-screen Show (4:3) then click [OK]



Close the presentation on completion

In the Page Setup dialog box, change the Slides used for box to 35mm Slides and then click [OK]

For Your Reference…

Handy to Know…

To change the page setup or orientation: 1. Click on the Design tab 2. Click on the Slide Orientation button to choose between Portrait or Landscape and/or use the Page Setup button to select what media the slides will be used for

• Presentations are usually landscape or portrait in orientation. However, there is an advanced feature within PowerPoint 2007 that will enable you to mix the orientations in one presentation using hyperlinks.

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Chapter 2 - Themes

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NOTES:

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Chapter 2 - Themes

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

CHAPTER 3

FOCUS

DRAWING OBJECTS

ECDLPE_P706

There is a myriad of diagrams and drawings that you can create to improve the appearance of your presentations. Most importantly, drawings can communicate key ideas much more easily than reams of text. You can use the drawing capabilities of PowerPoint to create plans, pictures, diagrams, flow charts, or simply to embellish existing features or aspects of a slide. The objects that you create can be formatted with a pretty spectacular array of features. You can apply 3-dimensional effects, colours, fill patterns, and even create shadows so that the objects appear as though they have been lifted from the slide. In addition to drawing tools, PowerPoint 2007 also now includes a SmartArt graphics feature which can be used to quickly and easily create professional diagrams to communicate your message.

In this session you will:

•

gain an understanding of the drawing tools

•

learn how to arrange objects

•

learn how to group objects together

•

learn how to format objects on a slide

•

learn how to resize objects

•

learn how to layer and reorder layered objects

•

learn how to position objects on slide based on specific coordinates.

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Chapter 3 - Drawing Objects

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

DRAWING TOOLS PowerPoint lets you draw your own shapes and artwork and place them onto a slide. The shapes can be lines, squares, rectangles, polygons, and special shapes such as those used in flow charts

and modelling. Drawing objects that you create can be formatted using a wide range of tools which are available on the Drawing group on the Home tab or on the contextual Drawing Tools tab.

The Drawing Group on the Home tab You can use any of the drawing tools in the Drawing group on the Home tab to insert drawing objects and to apply some simple formatting and arranging options.

The Shapes button on the Insert tab The Shapes command button on the Insert tab can be used to insert any of the lines and/or shapes available within PowerPoint.

The Format tab on the Contextual Drawing Tools Tab When a drawing object is selected, the Format tab becomes available under the Drawing Tools tab.

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Chapter 3 - Drawing Objects

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ARRANGING OBJECTS You can arrange objects on a slide in many different ways. You can align objects to a position that is relative to the slide, you can rotate them, reorder them if they are stacked or

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overlapped and you can group objects together so that they can be treated as one object.

Before starting this exercise you MUST open the file P706 Drawing Objects_05.pptx...



Access slide 4 (Arranging Objects) and select shapes 1, 2 and 3



On the Home tab click on the Arrange button, select Align and then select Align Right

 

Now do the same but this time for shapes 4, 5 and 6



Select shapes 2 and 5 and use the Repeat button (on the Quick Access Toolbar) to repeat the action

Now select shapes 1 and 4, click on the Arrange button and select Align, Align Top

Select shapes 3 and 6 and repeat the action again



Select shape 6, click the Arrange button, choose Rotate and then Rotate Left 90o



Now, with shape 6 still selected, position the mouse on the rotation handle and move the object around so that it is rotated as shown in the example



Save the presentation on completion

For Your Reference…

Handy to Know…

To align or rotate objects: 1. Select the objects you wish to align, click Arrange, Align and then choose an appropriate option 2. To rotate an object, select it and either use the rotation handle or click Arrange, Rotate and choose an option

• Using the Arrange, Align option, you can either specify Align to Slide so that the align option you choose aligns the objects to the left, right, top, bottom, etc of the slide, or you can use the Align Selected Objects option so that the objects align around their tops, bottoms, etc.

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Chapter 3 - Drawing Objects

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

GROUPING OBJECTS If you are working with multiple objects, there may be occasions when you want to treat those objects as one group. Grouping objects together allows you to move, copy, arrange, etc, all the

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objects in the group in one step. This can be particularly useful in such examples as labelling diagrams and pictures. Once you’ve completed the labelling, you can group the elements together as one.

Continue using the previous file with this exercise, or open the file P706 Drawing Objects_06.pptx...

 

Access slide 3 (The Drawing Group)



Drag around all the objects on the slide so that they are all selected (with the exception of the title)

Using line shapes and text boxes (also available in the shapes list), create the additional objects as shown in the example



Click on the Arrange button on the Home tab and then select Group



Try moving the object around the slide now – the entire object will move and not the individual parts



Save the presentation on completion

For Your Reference…

Handy to Know…

To group objects: 1. Select the objects 2. Click on the Arrange button on the Home tab and then click Group

• You can select a grouped object and then use Arrange, Ungroup to separate it back into its individual objects.

• You can also use the Group, Ungroup and Regroup options using the shortcut menu when you right-click on an object.

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Chapter 3 - Drawing Objects

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

FORMATTING OBJECTS Two of the most obvious formatting features of a drawn object that you can change are the fill and line details. You can alter the colour, fill pattern and transparency level for the fill. While for lines,

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you can change their colour, style, weight, and the beginning and ending styles. PowerPoint 2007 also enables you to change the effects for objects, so you can give them depth or an added dimension.

Continue using the previous file with this exercise, or open the file P706 Drawing Objects_07.pptx...



Access slide 6 (Formatting Shapes) and click on the arrow shape

 

Click on the Quick Styles button on the Home tab



With the arrow still selected, click on the drop-down arrow on the Shape Fill button and select Gradient – choose a variation of your choice



Click on the Shape Outline button, select Weight and choose 6pt – then use the same button again to change the outline to red



Now click on the Shape Effects button on the Home tab, select Shadow and select Perspective Diagonal Lower Left



Save the presentation on completion

Run your mouse across each of the samples and see how the formatting of the arrow changes – finally select Intense Effect – Accent 4

For Your Reference…

Handy to Know…

To change the format of a selected object: 1. Use the Quick Styles button to use a built-in format. Alternatively, you can use the Shape Fill, Shape Outline and Shape Effects buttons in the Drawing group on the Home tab

• You can format a selected object by rightclicking on it and choosing Format Shape from the shortcut menu.

• You can also format a shape once it is selected by using the Format tab under the Drawing Tools contextual tab.

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Chapter 3 - Drawing Objects

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

RESIZING OBJECTS Objects are easy to resize. You can simply select the object you want to increase or decrease and then use the mouse to resize it to the dimensions you require. In addition to

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  

resizing using the mouse, you can also use the Height and Width options on the Format tab under the Drawing Tools tab.

Continue using the previous file with this exercise, or open the file P706 Drawing Objects_08.pptx... Select slide 5 (Resizing Shapes) Click on the first shape to select it Hold down the key and drag the lower right selection handle until the object is bigger – the object should increase in size from the centre outwards



With the object still selected, key now hold down the and drag the lower right corner inwards – the object should maintain its dimensions but decrease in size



Now just drag the bottom right corner of the object to make an entirely new shape and size



Save the presentation, closing it on completion

For Your Reference…

Handy to Know…

To resize objects: 1. Select the object 2. Use any of the selection handles to drag inwards or outwards to resize as required

• You can double-click an object to access the Format tab under the Drawing Tools contextual tab. Here you can use the Height and Width boxes to increase or decrease the size of the object to specific dimensions.

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Chapter 3 - Drawing Objects

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

LAYERING OBJECTS AND CHANGING THEIR ORDER As well as being able to group shapes together, you can also layer them to create a stacked effect. Once layered, you can control the order in which they are layered on the screen. You can

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send shapes forwards, backwards, to the top or to the bottom.

Before starting this exercise you MUST open the file P706 Drawing Objects_10.pptx... This object is made up of many individual objects which have been layered on top of each other



Click on the main body of the spider, click on Arrange on the Home tab and select Bring to Front Notice how the legs are now behind the body of the spider but the spots have gone missing



Now select all of the legs using

  

Click on Arrange and select Bring to Front

to make a multiple selection

Now select both of the eyes and bring those to the front too Select the body of the spider, click on Arrange and select Send to Back Now the spots have reappeared



Save the presentation and close it

For Your Reference…

Handy to Know…

To change the order of layered objects: 1. Select the required object 2. Select Arrange and an option such as Bring to Front, Send to Back, etc

• When you have multiple layers of objects, you can use the Bring Forward and Send Backward options to move through one layer at a time.

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Chapter 3 - Drawing Objects

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POSITIONING OBJECTS ON A SLIDE when you want to position an object to specific coordinates so that you can place similar objects in an identical place on other slides.

There are a number of ways you can position objects on a slide, such as by dragging with the mouse, nudging with the arrow keys or using the alignment options. However, there may be times

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Before starting this exercise you MUST open the file P706 Drawing Objects_11.pptx...

 

Ensure you are working on slide 1



Click on the Position tab and change the co-ordinates as shown in the example, then click [Close]

Right click on the picture and select Size and Position from the shortcut menu



Now right click on the information box drawing on the slide and access the Position tab on the Size and Position dialog box



Change the co-ordinates as shown in the example and click [Close]

 

View the new layout of slide 1 Save the presentation, closing it on completion

For Your Reference…

Handy to Know…

To position an object to specific co-ordinates: 3. Right click on the required object 4. Select Size and Position from the shortcut menu 5. Click on the Position tab and change the co-ordinates, then click [Close]

• You can also access the Size and Position box using the Picture Tools or Drawing Tools Format tab. You can click the dialog box launcher button in the Size box and the Size and Position box will appear.

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Chapter 3 - Drawing Objects

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

DRAWING OBJECTS Practice Exercise

Tasks:

Completed:

Before starting this exercise you MUST have completed all of the topics in the chapter Drawing Objects …

    

Open the presentation called PE_Drawing Objects_01.pptx (it can be found in the same folder as the student files)

   

Individually, add an effect to each of the rectangles – such as Bevel, Glow, Shadow, etc (using the Shape Effects button)

On slide 1, using the Insert tab to insert some shapes of your choice On slide 2, double click the first rectangle to activate the Format, Drawing Tools tab Change the colour of the fill to Coloured Fill – Accent 2 and then change the fill to a gradient using one of the Light Variations Change the fill of the second rectangle to a Texture and the fill of the third rectangle to a Picture (select any picture of your choice to use as the fill)

F F F F F

Double click on the first arrow line to select it and to activate the Format, Drawing Tools tab Using Shape Outline, change the weight of the line to 3 pt with arrows at both ends Now change the weight of the other two lines to 3 pt and change the second line so it has circles at either end and diamonds at either end of the third arrow Save the presentation as PE_Drawing Objects_01 (Completed).pptx and then close it on completion

Files required for exercise:

PE_Drawing Objects_01.pptx

Files/work created by student:

PE_Drawing Objects_01 (Completed).pptx

Exercise Completed:

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Chapter 3 - Drawing Objects

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

DRAWING OBJECTS Practice Exercise

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Chapter 3 - Drawing Objects

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

CHAPTER 4

FOCUS

WORKING WITH PICTURES

ECDLPE_P719

Microsoft PowerPoint 2007 allows you to insert pictures from inbuilt galleries, such as the Clip Art gallery, and images from files. Primarily, pictures are images in the following file formats: png, jpeg, jpg, tiff, giff and bmp. Once inserted, you can then select, duplicate, move, resize and delete the pictures as desired.

In this session you will:

•

gain an overview of the different ways pictures can be inserted onto a slide

•

learn how to insert a picture using a placeholder

•

learn how to insert pictures using the Insert tab

•

learn how to insert pictures using the Clip Art Pane

•

gain an overview of the Selection and Visibility pane

•

learn how to manipulate objects using the Selection and Visibility pane

•

gain an overview of the Format tab when working with pictures

•

learn how to change the colours of a picture

•

learn how to enhance pictures by changing the picture style settings

•

learn how to rotate and flip images

•

learn how to crop a picture

•

learn how to resize a picture

•

learn how to convert a picture to a drawn object.

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Chapter 4 - Working with Pictures

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PICTURES OVERVIEW Pictures give greater visual impact to your presentations. They help support the data that you want to communicate to your audience. There are a number of different ways that

pictures can be inserted onto a slide. Once added, pictures can be manipulated in many different ways, such as resized, recoloured, brightened, arranged, moved, and much, much more.

Using Placeholders to Insert Pictures Some of the slide layouts include an Insert Picture from File placeholder. Using the placeholder you can access a picture that is stored on your computer or network drives.

Using the Insert Tab You can add a picture to any slide, regardless of what slide layout it is based on, using the Illustrations group on the Insert tab.

Using the Clip Art Pane Microsoft has included a range of photographs in the Clip Art pane which you can access and use within your presentations. You can also add your own pictures to the existing Clip Art, if you wish, for pictures that you use on a regular basis. You can access the Clip Art pane on the Insert tab in the Illustrations group.

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Chapter 4 - Working with Pictures

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

USING A PICTURE PLACEHOLDER Some of the slide layouts, such as Title and Content, Comparison and Picture with Content, include picture placeholders. You can click on this type of placeholder to insert a picture

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that is stored on a drive/device that you can access. By default, PowerPoint looks in the Pictures folder but you can navigate to any other folder/device to find the file you want to insert.

Before starting this exercise you MUST open the file P719 Working with Pictures_01.pptx...



Ensure you are working on slide 1 in the current presentation

 

Click on the Insert Picture from File placeholder



With the picture still selected use the Picture Tools:Format tab to select the Picture Styles option called Beveled Matte, White



Your slide should resemble the one shown in the example

In your course files folder, select Garden Flowers.jpg and then click [Insert]

For Your Reference…

Handy to Know…

To insert a picture using a placeholder: 1. Insert a slide layout that contains an Insert Picture from File placeholder, such as Title and Content 2. Click on the Insert Picture from File placeholder, select the file and click [Insert]

• PowerPoint automatically recognises pictures that have the following file formats: png, jpeg, jpg, tiff, giff and bmp.

• Double-click on a picture to select it and the Picture Tools tab will appear to help you manage and manipulate the picture object.

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Chapter 4 - Working with Pictures

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USING THE INSERT TAB TO INSERT A PICTURE You can use the Illustrations group on the Insert tab to insert a picture onto any slide in a presentation. You’re not limited to individual pictures either, you can select a number of

different picture files at the same time, if you so wish. Once inserted onto the slide, you can move, resize and manipulate any of the picture images.

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  

Continue using the previous file with this exercise, or open the file P719 Working with Pictures_02.pptx...

Ensure you are working on slide 2 in the presentation Click on the Insert tab and then click on Picture in the Illustrations group

Navigate to your course files folder, select Landscape 1.jpg and Landscape 2.jpg and then click [Insert] Use and click to select multiple files Notice that two photos will appear, one on top of the other



With both pictures still selected, resize them down as shown in the example



Now move each picture independently, so that they appear in a similar way to the example

For Your Reference…

Handy to Know…

To insert a picture onto any slide layout: 1. Click on the Picture command on the Insert tab 2. Navigate to the appropriate folder/device 3. Click on the picture file and then click [Insert]

• To select more than one picture file, hold down the key and click on each file you wish to use.

• If you want to move a picture in small and incrememts, select it, hold down use the arrow keys to move.

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Chapter 4 - Working with Pictures

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INSERTING A PICTURE FROM THE CLIP ART PANE The Clip Art pane contains a combination of clip art drawings, photographs, movies and sounds. Microsoft provides a vast range of photographs that you can use within your presentations

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 

Before starting this exercise you MUST open the file P719 Working with Pictures_03.pptx... Ensure you are working on slide 3 in the presentation Click on the Clip Art command in the Illustrations group on the Insert tab



In the Clip Art pane, change the Search in option to exclude My Collections



In the Clip Art pane, change the Results should be option to only include Photographs but expand the option using the + sign and turn off Windows Bitmap (.bmp files)



In the Search for box, type people and then click the [Go] button The results list may differ from one computer to another



without infringing any copyright laws. You can, however, also add your own photographs to the existing Clip Art, if you wish to use them on a regular basis.

Select a picture from the results list by clicking on it The picture will appear on your slide



Resize and reposition the picture onto the slide similar to that shown in the example

For Your Reference…

Handy to Know…

To insert a photograph from the Clip Art pane: 1. Click on the Clip Art command on the Insert tab 2. Use the Clip Art pane to control the search results and then click on the appropriate image to insert it onto the slide

• Images in the Clip Art pane search results can be inserted by clicking on the required image. However, you can also click on the arrow next to an image to perform other options such as copying, inserting, editing keywords, etc.

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Chapter 4 - Working with Pictures

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

THE SELECTION AND VISIBILITY PANE The Selection and Visibility Pane is a useful way of working with objects on your presentation slides. It lists each of the objects on the slide in the order in which they have been inserted. You

can then temporarily turn the objects on or off and you can reorder them too. The Selection and Visibility pane is particularly useful when you have multiple, intricate objects on an individual slide.

Displaying the Selection and Visibility Pane To turn the Selection and Visibility pane on, click on the Home tab, click Select and choose Selection Pane.

Manipulating Objects using the Selection and Visibility Pane To select an object using the Selection and Visibility pane, simply click on the object name. Each object in a presentation is numbered in the order in which it was added. This may not seem so important, but it can be when you start to animate slides during a presentation. The objects on each slide will automatically appear in their selection order, so if you want different sequencing, youâ&#x20AC;&#x2122;ll need to swap the order around on the slide. You can do this by selecting the object in the Selection and Visibility pane and using the up and down arrows found at the bottom of the pane. Use the Eye icon for each object to turn the item on or off. When the Eye is displayed, the object will be visible on the slide or during a presentation. You can turn all objects off by clicking the [Hide All] button or turn them back on again using [Show All].

ÂŠ Watsonia Publishing

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Chapter 4 - Working with Pictures

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

USING THE SELECTION AND VISIBILITY PANE The Selection and Visibility pane can be turned on using the Select option on the Home tab. It provides a list of all of the objects on a slide so that you can select any of them, reorder them

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 

Before starting this exercise you MUST open the file P719 Working with Pictures_04.pptx... Ensure you are working on slide 9 in the presentation On the Home tab, click on the Select command and then choose Selection Pane The Selection and Visibility pane should appear on the right side of the screen



In the pane, click from one object to another (such as Text Box 52, Oval 51, etc) to see each object selected on the slide



In the pane, click on Oval 51 and use the Send Backward re-order arrow to move the shape one layer back in the diagram



Click on the Eye icon for Rectangle 56 to turn off the background to the diagram

 

Turn off the display of Rectangle 4 too



and even temporarily turn them on and off. As with all panes, the Selection and Visibility pane appears on the right side of the PowerPoint screen.

Click the [Hide All] button to temporarily turn off all objects on the slide and then click [Show All] to redisplay them again Click on the x on the pane to close it

For Your Reference…

Handy to Know…

To turn on the Selection and Visibility pane: 1. On the Home tab, click on the Select command and then choose Selection Pane 2. Use the items on the pane to select the various objects on the slide

• If objects on a slide have been grouped, they will be treated as one object on the Selection and Visibility pane.

• When a drawing has been selected, you can also access the Selection and Visibility pane from the Format tab under Drawing Tools using the Selection Pane option.

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Chapter 4 - Working with Pictures

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

THE FORMAT PICTURE TAB Once a picture has been added to a slide, you can manipulate and manage it using the Format tab under the Picture Tools tab. Simply double click the selected picture (or pictures) and the

Format tab automatically appears. There are four groups you can work with Adjust, Picture Styles, Arrange and Size.

The Adjust Group Use the Adjust group to change the contrast, brightness or colour of the selected picture. You can also compress the picture, so that it takes up less space in the overall presentation file size, or you can change the picture to another of your choice. If you make any changes to the picture using any of the options on the Format tab, or using any mouse or shortcut methods, you can also use Reset Picture to return it to its default settings when it was first inserted into the presentation.

The Picture Styles Group The Picture Styles group contains a set of predefined styles that can be used to change the appearance of the selected object. You can hover your mouse across each of the samples to see a live preview of how your picture would look if a particular style was selected. You can change the shape, border and effects for a selected picture using the available buttons. The Picture Styles group has a dialog box launcher icon. If clicked, a dialog box containing all of the Picture Styles options will be displayed. You can also access this dialog box by right-clicking on a picture and selecting Format Picture.

The Arrange Group The Arrange group is mostly used when there are multiple objects, such as pictures, drawings, text boxes, etc, on the same slide. You can use the commands in this group to align or group the objects, to move them forwards or backwards within a layer of objects and even to rotate them on the slide. You can also use the Selection Pane command to turn on the Selection and Visibility pane which helps you to manage multiple slide objects.

The Size Group The Size group can be used to change the width or height of a picture. You can also do this using the mouse to change a pictureâ&#x20AC;&#x2122;s dimensions. The Size group also contains the Crop option so that you can cut down a picture so that only the necessary parts are displayed. The Size group also includes a dialog box launcher. When clicked, the Size and Position dialog box appears which provides an even more extensive list of options for managing and manipulating your picture.

ÂŠ Watsonia Publishing

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RECOLOURING A PICTURE images, such as many of the Clip Art images that are in a Windows Metafile format.

There may be times when you think you’ve found the perfect picture – but if only the colours were different. Using the Recolour feature on the Format tab, you can easily recolour non-bitmap

Open File

Try This Yourself:

 

Before starting this exercise you MUST open the file P719 Working with Pictures_05.pptx... Ensure you are working on slide 1 in the presentation Double-click the picture of the flowers to activate the Format tab under Picture Tools



Click on the Recolour command and select Sepia from the Colour Modes list



Now recolour the same picture so that it uses Accent colour 1 Dark



Click on the Brightness button in the Adjust group and select +20% to increase the picture’s brightness



Click on the Contrast button in the Adjust group and move the mouse across the different percentages to see how the picture’s contrast changes



Select +30% for the contrast to update the picture

For Your Reference…

Handy to Know…

To recolour an image: 1. Double-click the picture to be recoloured 2. Click on the Recolour button on the Format tab 3. Select an appropriate colouring option from the available list

•

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If you use the Recolour option with a Clip Art image (as opposed to a Clip Art photograph), you can recolour the individual fills of the image rather than just the entire image.

Chapter 4 - Working with Pictures

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

CHANGING THE PICTURE STYLE You can use the commands in the Picture Styles group on the Format tab to emphasise and enhance selected pictures. For example, you may want to change the shape of the picture

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from a rectangle to a circle or arrow. You can also add or remove borders for a picture as well as giving them extra definition by selecting an appropriate picture effect.

Continue using the previous file with this exercise, or open the file P719 Working with Pictures_06.pptx...

  

Ensure you are working on slide 2 in the presentation

 

Now change the picture shape to Cube



Click on the Picture Border command and choose White, Background 1, Darker 50%



Now click on the picture on the right, click Picture Effects and Soft Edges, 50 Point

Double-click the picture on the left to activate the Format tab

Click on the Picture Shape button in the Picture Styles group and select Can

With the same picture still selected, click on the More button on the Picture Styles list and select Reflected Bevel, White

The slide should now resemble the one shown in the example

For Your Reference…

Handy to Know…

To change picture styles: 1. Double-click the picture to select it and to activate the Format tab 2. Use the commands in the Picture Styles group to enhance the picture image

• You can use multiple picture styles and effects in your presentations but beware of using too many variations as this can confuse your audience.

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Chapter 4 - Working with Pictures

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

ROTATING AND FLIPPING Once an image has been placed on a slide, you may wish to change its position so that it is rotated or flipped to a different angle. Rotating and flipping of images gives you a greater

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flexibility with your choice of images – you may like the image but not its direction – but using a rotate or flip option, you can change the direction to one that suits your requirements.

Continue using the previous file with this exercise, or open the file P719 Working with Pictures_07.pptx...

  

Ensure that you are working on slide 7 in the presentation



Double-click on the picture to activate the Format tab under Picture Tools

 

Click on the Rotate button and select Rotate Right 90°

Click on the aeroplane to select it Position the mouse on the green rotation handle and then rotate the image until it is pointing up and to the left

With the plane still selected, click on the Rotate command again but this time choose Flip Horizontal 6

For Your Reference…

Handy to Know…

To rotate or flip a picture: 1. Double-click the picture to select it 2. Click the Rotate command in the Arrange group on the Format tab You can also rotate using the rotation handle on the picture object

•

Page 37

To mirror an object – insert the first object and then copy and paste it next to the original object. Using the Rotate button, flip one of the objects vertically or horizontally to mirror the original object.

Chapter 4 - Working with Pictures

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

CROPPING A PICTURE removed from the display. If you don’t like how you’ve cropped an image, you can keep adjusting the amount of crop. A cropped image still maintains its original proportions – the image isn’t distorted.

You can crop an image, with the exception of animated GIF files, to trim away any parts of the image that you don’t want to be displayed. The cropped parts aren’t deleted, they’re just

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  

Continue using the previous file with this exercise, or open the file P719 Working with Pictures_08.pptx... Access slide 6 Double-click on the image on the left of the slide to activate the Format tab

Click on the Crop command in the Size group The mouse pointer now includes a crop icon and the image is surrounded by crop handles



Position the mouse pointer on the lower left crop handle and then drag right until only the right side of the map and the man is visible

Click on the Crop command again to turn off cropping

 

Click on the image on the right of the slide



Drag the crop handle down until only the legs of the people are displayed – then drag back up a little until their whole bodies are displayed

Click on the Crop command and then hover the mouse over the top centre crop handle

Turn the Crop feature off

For Your Reference…

Handy to Know…

To crop a picture: 1. Double-click on the image to activate the Format tab 2. Click the Crop command on the Size group 3. Drag a crop handle on the picture and then turn the Crop command off again

• To crop equally on two sides at once, hold down as you drag the centre handle on either side inward.

• To crop equally on all four sides at once, as you drag a corner handle hold down inward.

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Chapter 4 - Working with Pictures

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

RESIZING A PICTURE You can resize an image to change its dimensions. Unlike cropping, resizing an image can adjust the proportions of the original image. The dimensions of the image are stretched or

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shrunk as you resize. You can, however, use a number of different methods to ensure that the image maintains its proportions even when you alter its size.

Continue using the previous file with this exercise, or open the file P719 Working with Pictures_09.pptx...

 

Ensure you are working on slide 4



Hover the mouse on the bottom right corner selection handle and then drag in and up to make the photo half its original size

 

Click on the map of South America to select it

Double-click on the photo of the world map so that it is selected and the Format tab is activated

Hover the mouse over the bottom centre selection handle and then drag up with the mouse until the image is half its original height When you release the mouse you will notice that the proportions of the image have been distorted



Click the Undo button so the map returns to its original height



In the Size group on the Format tab, decrease the Height to 6.5 Notice how the proportions of the image have been maintained

For Your Reference…

Handy to Know…

To resize an image: 1. Select the image and then use the resize handles with the mouse to increase or decrease its size Or 2. Use the Size group commands on the Format tab

• To maintain the object's proportions, use one of the corner selection handles when you drag with the mouse pointer.

• To both maintain the object's proportions and keep its centre in the same place, hold down both and while you drag the sizing handle.

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Chapter 4 - Working with Pictures

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

CONVERTING A PICTURE TO A DRAWN OBJECT elements. If you insert a Windows Metafile (.wmf) from the ClipArt Organiser, you can convert it to a drawn object that can then be manipulated and changed.

If you insert a ClipArt picture onto a slide, you may wish to change some aspects of the picture. For example, you may wish to remove part of the picture or change the colour of some of its

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 

Continue using the previous file with this exercise, or open the file P719 Working with Pictures_010.pptx... Click on slide 5 titled Recolouring an Image Right mouse click on the picture of Africa and then choose Edit Picture from the shortcut menu A warning message appears Click on [Yes] to convert the imported picture



Click on a country within the ungrouped object and, using the Drawing Tools:Format tab, change its fill colour

  

Try selecting another country within the object and deleting it

View slide 7 titled Effects Right mouse click on the plane, select Group and Ungroup and choose [Yes] to convert the imported picture



Practice selecting the different objects that make up the stripe down the side of the plane and delete them – try the same with the colour on the tail of the plane



Save the presentation, closing it on completion

For Your Reference…

Handy to Know…

To convert a picture to a drawn object:

•

Right mouse click on the picture, select Edit Picture and click [Yes] to confirm

or 2. Right mouse click on the picture, select Group and then Ungroup

Page 40

You can only convert a picture that is in the Windows Metafile format (.wmf). Bitmaps, JPEGs, GiF files, etc cannot be converted into drawn objects.

Chapter 4 - Working with Pictures

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

CHAPTER 5

FOCUS

USING EFFECTS

ECDL_P721

PowerPoint provides an almost unlimited range of special effects that you can use to give the best visual impact to your presentations. Remember, when giving a presentation, less is best. However, once you know the range of effects available within PowerPoint, you can select a few of the most appropriate ones for each presentation you create.

In this session you will:

•

gain an overview of how to work with formatting effects

•

learn how to make a colour transparent on an imported picture

•

learn how to apply 3-D effects to drawn objects

•

learn how to apply shadow effects to drawn objects

•

learn how the fill effects can be used to enhance objects

•

learn how to apply colour fill effects.

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Chapter 5 - Using Effects

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HOW TO USE EFFECTS You can change the look of a shape on your slide by changing its fill or by adding effects, such as shadows, glows, reflections, soft edges, bevels, and three-dimensional (3-D) rotations. Most of

these changes can be made to any object on a slide, including pictures and SmartArt objects, but for the purpose of this chapter, we will use shapes as the example.

Selecting a Shape Object To select a shape and turn on the Drawing Tools:Format tab, you must double click the shape. However, if the Format tab is already displayed, simply click once on the shape. The Drawing Tools:Format tab can be used to make all sorts of changes to the selected object, such as changing its fill effects, outline, style, etc. With each of the options in the Shape Styles group – Shape Fill, Shape Outline or Shape Effects, you can click on the drop-down arrow section on each button to display a sub-menu of choices. Alternatively, you can simply click the small button which displays the currently active setting. If you use this method, the current setting will be immediately applied to the shape and therefore the sub-menu will not be displayed. When you click on a drop-down arrow button, such as Shape Effects, you can make a selection from the submenu and then a further selection until the shape has been formatted. However, some of the options on the Shape Effects button, such as Bevel shown in the example, have an additional options feature, such as 3-D Options. If you choose one of these options items, a dialog box will be displayed, providing you with all of the formatting choices that you will need for the selected shape.

Using the Format Shape Dialog Box Dialog boxes are often a useful way of displaying all the settings that are available for a selected object. This can sometimes be an advantage as you don’t necessarily want to search through endless buttons on the Ribbon until an object, such as a shape, is correctly formatted. The only slight disadvantage of using the Format Shape dialog box (or Format Picture if a picture has been selected) is that you don’t get as much visual help with the selection choices unlike the buttons on the Ribbon that give very distinct choices from the various sub-menus.

Using the Format Painter If you’ve applied a number of different formatting characteristics to a shape, you can easily apply them to other shapes. Simply select the shape and click Format Painter on the Home tab and then click on another shape to give it the same formatting. If you double click the Format Painter button, you can then apply the formatting to any number of objects until you click the button again.

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Chapter 5 - Using Effects

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SETTING A TRANSPARENT COLOUR You can set a transparent colour for most pictures imported into PowerPoint. You may, for example, insert a picture that has a background that you don’t wish to see. Using the Set

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 

Transparent Colour option, you can hide the background colour. However, you can only make one colour transparent for an imported picture and not several.

Before starting this exercise you MUST open the file P721 Effects_1.pptx... Display Slide 1 Click on the Insert tab, click Picture and then select Plant Leafy Green.jpg from your student files and click [Insert] The Picture Tools: Format tab should be displayed if the picture is selected



Click on the Recolour command on the Format tab and then select Set Transparent Colour



over the Move the mouse white background of the picture and then click to make the background transparent

 

Move the plant image over to the left of the slide



Use the Recolour, Set Transparent Colour again and click the mouse on any part of the water lilies background

Now insert the picture called Water Lilies.jpg and move it to the right of the slide

Only part of the background changes – this is because only one colour per background can be made transparent

For Your Reference…

Handy to Know…

To make part of a picture transparent: 1. Insert the picture and select it 2. Click on the Recolour command on the Picture Tools:Format tab and then select Set Transparent Colour 3. Click on the part of the picture to be made transparent

• You can make areas of most pictures transparent, with the exception of animated GIF files.

• If you want to make more extensive changes to pictures, you should use a program such as PhotoShop.

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APPLYING 3-D EFFECTS TO OBJECTS that is displayed. You must select an object before you apply a 3-D setting. Thereafter, you can use the Shape Effects button on the Drawing Tools:Format tab.

You can apply 3-D effects to any drawn object on a slide. The 3-D effects can give depth and perspective to drawn objects by changing their angle, lighting, colour and the amount of depth

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Continue using the previous file with this exercise, or open the file P721 Effects_2.pptx...



Ensure you are working on Slide 2 and then click on the sun object to select it



On the Drawing Tools: Format tab, click Shape Effects, select Bevel and then select the Angle setting



Change the Bevel setting now to Riblet and then back to Angle



With the sun still selected, click on Shape Effects, Bevel and then choose 3-D Options

The Format Shape dialog box will be displayed and the 3-D Format option selected



Set the Width and Height for both the Top and Bottom of the shape to 9 pt and change the Material to Dark Edge and the Lighting to Chilly and then click [Close] You may want to move the Format Shape dialog box away from the main area of the slide so you can see the effects update the shape as you select them



Now click on Shape Effects, select 3-D Rotation and select Perspective Heroic Extreme Right

For Your Reference…

Handy to Know…

To apply 3-D Effects: 1. Select the object and use the Shape Effects button on the Drawing Tools: Format tab 2. Set a Bevel for the shape and use 3-D Options to further enhance the object 3. Use 3-D Rotation to control the 3-D angle

• You can apply 3-D effects to pictures as well as drawn objects. Select the picture and use the Picture Effects button on the Picture Tools:Format tab.

• You can right click on a drawn object and select Format Shape to access the 3-D Format and Rotation options too.

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Chapter 5 - Using Effects

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

APPLYING SHADOW EFFECTS TO OBJECTS You can enhance the appearance of objects in your presentation by applying shadow effects. Once you have applied shadow effects to an object, you can then use the Shadow Effects

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toolbar to increase or decrease the amount of shadow as well as being able to change the colour of the shadow.

Continue using the previous file with this exercise, or open the file P721 Effects_3.pptx...



Ensure you are working on Slide 3 and then select the rectangular object



Using the Drawing Tools:Format tab, click on the Shape Effects button, select Shadow and then choose Offset Diagonal Bottom Right

The shadow effect is set but is not that easy to see



With the shape still selected, click again on the Shape Effects button, select Shadow but then select Shadow Options to display the Format Shape dialog box You may want to move the dialog box so that you can see the image while you make the shadow effect changes



Make the changes to the Shadow settings as shown in the example Watch the effect on the shape as you change each setting



Click [Close] to return to the slide

For Your Reference…

Handy to Know…

To apply shadow effects to an object: 1. Select the object 2. Click on the Shape Effects button on the Drawing Tools:Format tab and select Shadow 3. Specify your settings

• If you’ve selected a different type of object, such as a picture, the Format tab will be displayed under its own contextual tab such as Picture Tools:Format.

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Chapter 5 - Using Effects

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

FILL EFFECTS PowerPoint has an extensive variety of fills that can be used for backgrounds, drawings, AutoShapes, lines and for some text as well. Most of the Fill options apply to any PowerPoint

object but there are a few exceptions. For example, you can use all of the Fill options for a background except for using a Transparent Fill.

Solid Colours If you draw a shape onto your slide, PowerPoint will automatically apply a default solid colour fill to that shape. When you double click on a shape, the Drawing Tools: Format tab appears. Click the Shape Fill button drop-down arrow to select from the Fill options.

Fill Effects Theme Colours – You can use any of the colours in the presentation’s theme of colours, or you can select a Standard Colour. PowerPoint also shows a list of Recent Colours which helps you to select a colour that you’ve used previously. You can also turn off a shape’s Fill using the No Fill option. More Fill Colours – You can use this option to access the Colours dialog box where you can select from an extensive range of standard or custom colours. Picture – A picture can make an interesting fill for an object on a slide. Using a picture fill also means that you can apply some formatting features, such as 3-D and shadow effects, that you may not otherwise have been able to perform. Gradient – You can use a gradient fill to give more perspective than a solid colour. You can create gradients from three colour schemes – one colour, two colours or preset gradients. You can also change the direction of the gradient and add transparency to the gradient effect. Texture – You can choose from 24 standard textures to enhance the appearance of an object. In addition, you can also use the [Other Texture] button, to insert a texture from other graphics files, such as bitmaps, jpegs, tiff files, etc. Note: In addition to using the Shape Fill button on the Format tab, you can also use one of the predefined Shape Styles. Alternatively, you can right mouse click on a shape and select Format Shape to display a dialog box where all shape formatting can be controlled and set. If you like the characteristics of a shape, such as its fill, outline, etc, use the Format Painter button on the Home tab to paint the formatting onto any other objects in your presentation.

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Chapter 5 - Using Effects

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

APPLYING COLOUR FILL EFFECTS You can use colour to fill objects within your PowerPoint presentations. You can select from a standard 127 colours, plus black, white and 14 shades of grey. In addition, you can enter your

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own Red, Green and Blue (RGB) values or Hue, Saturation and Luminosity (HSL) values to match specific colours, perhaps to match your corporate colours, logos, etc.

Continue using the previous file with this exercise, or open the file P721 Effects_4.pptx...



Ensure you are working on Slide 4 and then select the top left rectangular object



Click on the Shape Fill button and select a colour of your choice from the Standard Colours list



Using the Shape Fill button, this time select More Fill Colours and click on the Custom tab



Enter the settings for Red, Green and Blue and then click [OK] to return to the slide



Now try effects on different rectangles using the Shape Fill button – perhaps try a Gradient or Texture



Select a rectangle and try More Fill Colours or a Standard Colour for the shape

For Your Reference…

Handy to Know…

To apply colour fill effects to an object: 1. Double click the object to select it 2. Click on the Shape Fill button on the Drawing Tools:Format tab 3. Select a colour or use an option such as More Fill Colours

• Colours selected from the default colour scheme for a presentation, automatically update when you switch to a different colour theme. • RGB and HSL values help you to match exactly to specific colours such as those that printers would use.

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Chapter 5 - Using Effects

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

NOTES:

ÂŠ Watsonia Publishing

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Chapter 5 - Using Effects

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

CHAPTER 6

FOCUS

WORKING WITH SMARTART

ECDLPE_P715

Rather than constructing complex diagrams piece by piece using AutoShapes, you can select from a huge gallery of diagrams known as SmartArt. These diagrams include shapes, lines and placeholder text that enable you to create very professional artwork in a snap.

In this session you will:

•

gain an understanding of SmartArt

•

learn how to insert SmartArt into a presentation

•

learn how to insert text into a SmartArt image

•

learn how to change the style of an existing SmartArt graphic

•

learn how to change the colour of SmartArt graphics

•

learn how to change the SmartArt layout

•

learn how to add new shapes to an existing SmartArt graphic

•

learn how to format a SmartArt graphic

•

learn how to resize and move SmartArt graphics.

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Chapter 6 - Working with SmartArt

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

UNDERSTANDING SMARTART SmartArt allows you to present your ideas in a visual format. The combination of shapes and text can communicate far more than mere words buried in a paragraph somewhere. SmartArt may

include shapes, lines and text and there are many, many designs to choose from. This page examines a sample SmartArt graphic and the main categories of SmartArt that you can select from.

A Sample of SmartArt SmartArt can be simple boxes or a complex arrangement of lines, words, circles and other objects. It all depends on the information that you need to get across. Here is a simple example – a list of complementary fuels that is much more interesting to read when presented as SmartArt than as a simple text list.

The SmartArt Gallery There are seven main categories of SmartArt graphics that you can select from. A preview and description will be displayed for each diagram that you point to in the list.

List

For items without a sequence, such as a list of key objects or concepts

Relationship

To illustrate relationships between items – not necessarily hierarchical

Process

For items or steps with a specific sequence and end point

Matrix

For grid-like diagrams

Cycle

For steps with a continuing sequence

Pyramid

For a hierarchy of items like the traditional food pyramid

Hierarchy

To illustrate the hierarchical relationship between items or people

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Chapter 6 - Working with SmartArt

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

INSERTING SMARTART suit your message. However, if you choose a layout and later find that there is a better one to suit your data, you can quickly and easily change the layout whilst retaining your text and formatting.

Use SmartArt to communicate your message in a graphical format rather than simply using words and numbers. The first step to consider when creating a SmartArt object is what layout will best

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Before starting this exercise you MUST open the file P715 SmartArt_01.pptx...

 

Ensure you are working on Slide 5 titled Project Details



Click on the Cycle option in the left-hand pane and then click on different options in the middle pane

Click on the Insert tab and then click on the SmartArt button

Notice a description appears in the right-hand pane for each SmartArt layout you select

 

Select the Basic Radial layout and then click [OK]



Click on the Insert tab and then click on the SmartArt button



Click on the List option in the left-hand pane, then click on the Vertical Box List and press [OK]



Click away from the SmartArt object to unselect it and then click back on it again to make it active

To remove this layout, click on the outer edge of the SmartArt object and then press the key. 8

For Your Reference…

Handy to Know…

To insert a SmartArt image: 1. Click on the Insert tab and then on the SmartArt button 2. Select a category in the left-hand pane 3. Click on a layout in the middle pane and then click [OK]

• You can add and delete shapes in most SmartArt graphics, and also change the positions of the various shapes, so choose a layout that provides the best visual representation of your data. The alignment and position of the shapes update as you add/remove shapes or edit the text.

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Chapter 6 - Working with SmartArt

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

THE SMARTART TEXT PANE When you create a SmartArt graphic, the SmartArt graphic and its Text pane are populated with placeholder text that you can replace with your information. At the top of the Text pane, you

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can edit the text that will appear in your SmartArt graphic. At the bottom of the Text pane, you can view additional information about the SmartArt graphic.

Continue using the previous file with this exercise, or open the file P715 SmartArt_02.pptx...



Ensure you are working on Slide 5 and the SmartArt graphic is selected



Using the Text placeholder in the Text pane, type the word Research and then press



Press the key to indent the next line of text so that it belongs to the Research heading

  

Type Location and then press

Type the next two lines and press the down arrow key Enter the remaining information You can use the key to key to start a new line, the + keys indent and the to outdent

 

On completion, click the X box to close the Text pane Click on the Text pane button on the Smart Art border to open the Text pane again The text pane will open automatically if you previously left it open

For Your Reference…

Handy to Know…

To enter text in the Text pane: 1. Select the SmartArt object 2. If the text pane doesn’t automatically appear, on the SmartArt Tools:Design tab click Text Pane to turn it on

•

You can resize the Text pane by hovering the mouse pointer over any edge on the pane and then dragging until the pane is the appropriate size.

•

You can move the Text pane by dragging the top of the pane to another location.

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Chapter 6 - Working with SmartArt

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

CHANGING THE SMARTART STYLE line styles, gradients, and 3-D perspectives and are applied to the entire SmartArt graphic. You can also apply an individual Shape style to one or more shapes in your SmartArt graphic.

A quick and easy way to add a professionally designed combination of effects to your SmartArt graphic is by applying a SmartArt Style. SmartArt Styles include fills, edges, shadows,

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 

Continue using the previous file with this exercise, or open the file P715 SmartArt_03.pptx... Ensure you are working on Slide 5 Click anywhere in the SmartArt graphic and then double click on the outer edge to display the SmartArt Tools: Design tab



button Click on the More on the SmartArt Styles group to display both 2-D and 3-D styles



Click on the style called Intense Effect, in the Best Match for Document list, to update your SmartArt graphic Now let’s change to a 3-D style…



button Click on the More on SmartArt Styles group and then select the 3-D style – Flat Scene



Now change the SmartArt style for your graphic to the 3-D style called Polished

For Your Reference…

Handy to Know…

To select a SmartArt Style for a SmartArt graphic: 1. Double click on the outer edge of the SmartArt graphic to display SmartArt Tools: Design tab 2. Select a style from the SmartArt Styles list

• If you customise your SmartArt graphic and then choose a SmartArt Style that contains some similar customisations, your previous customisation will be lost.

• The SmartArt Styles that are available depend on the underlying theme for the presentation.

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Chapter 6 - Working with SmartArt

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

CHANGING THE COLOUR OF SMARTART STYLES Using the Change Colours command you can apply a colour theme to your SmartArt graphic or to an individual element. When choosing colours, also consider whether you want your

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Continue using the previous file with this exercise, or open the file P715 SmartArt_04.pptx...



Ensure you are working on Slide 5, select the SmartArt graphic and then double click on the outer edge to display the SmartArt Tools: Design tab



Click on the Change Colours button on the Design tab and then select Colourful Range – Accent Colours 2 – 3



audience to print your SmartArt graphic or view it online. For example, the Primary Theme colours are meant for black and white printing.

Now use the Change Colours button to change the colour scheme for the graphic to Coloured Outline – Accent 1 Imagine that you’ve changed your mind about all of the changes you’ve made to the graphic and you want to start again with your formatting...



Click on the Reset Graphic button on the SmartArt Tools: Design tab The graphic will revert to its default format with the text still displayed



To reinstate the formatting, click on the Undo button on the Quick Access Toolbar

For Your Reference…

Handy to Know…

To change the colours of a SmartArt graphic: 1. Double click on the outer edge of the SmartArt graphic to display the SmartArt Tools: Design tab 2. Click on the Change Colours button and select a theme from the available options

• Even after you customise your SmartArt graphic, you can change to a different layout, and most of the customisation will remain. You can also click the Reset Graphic button on the Design tab to remove all of your formatting changes and start over.

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Chapter 6 - Working with SmartArt

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

CHANGING THE SMARTART LAYOUT Once you have created a SmartArt graphic, you can easily change it by selecting a different layout that perhaps is more suitable to the type of information that you have already entered. For

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example, you may wish to change from a list layout to a process layout or from a relationship layout to a cycle.

Continue using the previous file with this exercise, or open the file P715 SmartArt_05.pptx...



Ensure you are working on Slide 5, select the SmartArt graphic and then click on the Design tab under SmartArt Tools



In the Layouts group, click on the More button and then click on More Layouts



Select the Cycle category and then click on Nondirectional cycle – click [OK]

Now let’s change the layout once again to show that the data you have entered can have some progression from one stage to the next



With the SmartArt graphic selected, click on the More button in the Layouts group and then click on More Layouts



Select the category Process, select Staggered Process and then click [OK]



Now using the Change Colours button, change the colours to Colourful – Accent Colours under the Colourful option

For Your Reference…

Handy to Know…

To change the layout of a SmartArt graphic: 1. Select the SmartArt graphic

• When the font size in one shape shrinks because you add more text to the shape, all of the other text in the remaining shapes of the SmartArt graphic will also shrink to the same size to keep the SmartArt graphic looking consistent and professional.

2. Click on the More button in the Layouts group and then click on More Layouts 3. Select a category and then a layout of your choice – click [OK]

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Chapter 6 - Working with SmartArt

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

ADDING A NEW SHAPE TO A SMARTART GRAPHIC promote or demote bullets, add extra bullets and even change the alignment of the SmartArt graphic between left and right display.

Once you have created a SmartArt graphic, you can manipulate the content and the structure of the layout using the Create Graphic group on the Design tab. You can add extra shapes,

Same File

Try This Yourself: Continue using the previous file with this exercise, or open the file P715 SmartArt_06.pptx...



Ensure you are working on Slide 5 and the SmartArt graphic is selected



Click on the Pre-Construction shape to select it Imagine that you now want to insert an extra phase before the Site Works shape



On the SmartArt Tools: Design tab, click Add Shape and then select Add Shape After



On the SmartArt Tools: Design tab, click on the Text Pane button to turn the Text pane on (or use the Text Pane button on the outer edge of the SmartArt border)



Type Plans and press insert a new line

The new line also creates a new shape but in this instance you want to demote the line so that it belongs to the Plans shape



Press

or click the button and then enter remaining lines

For Your Reference…

Handy to Know…

To add a shape to a SmartArt graphic: 1. Select the SmartArt graphic 2. On the SmartArt Tools: Design tab, click on the Add Shape drop-down arrow 3. Select Add Shape Before or Add Shape After

• If you click on the top part of the Add Shape button, PowerPoint will automatically add a shape after the selected shape.

• You can delete a shape and readjust the SmartArt graphic by selecting and pressing .

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Chapter 6 - Working with SmartArt

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

THE SMARTART TOOLS FORMAT TAB instead of using standard fonts, or you can change the fill, outline and effects for shapes. There are also options for changing the shapes, arranging them and also resizing them.

The Format tab under SmartArt Tools provides many different ways of formatting individual elements of a SmartArt graphic. For example, you can use WordArt for the text on shapes

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Continue using the previous file with this exercise, or open the file P715 SmartArt_07.pptx...



Ensure you are working on Slide 5 and that the SmartArt graphic is selected

 

Select the shape containing the Research information



With the shape still selected, click on the Larger button on the tab to increase the shape’s size so that it stands out more than the other shapes



Click on the outer edge of the SmartArt graphic to select all of its shapes



Using the Text Fill button select the Light Yellow, Background 1 colour

On the SmartArt Tools: Format tab, click on the Shape Fill button and then select the Black, Text 1, Lighter 25% colour

The text in all of the shapes should now change

For Your Reference…

Handy to Know…

To change the format of SmartArt elements: 1. Click on the SmartArt Tools: Format tab 2. Select individual elements on the SmartArt graphic and use the commands to make any changes you wish

• You can use the WordArt Styles on the SmartArt Tools: Format tab to convert the SmartArt text to WordArt text instead. You can then control the fill, effects and outline for the text. If you prefer, however, you can use any of the regular fonts and formatting on the Home tab.

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Chapter 6 - Working with SmartArt

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

RESIZING AND MOVING SMARTART move the entire SmartArt graphic or individual elements/shapes. Where possible, PowerPoint tries to readjust the text within the SmartArt graphic to suit its new dimensions.

You may decide that a SmartArt graphic would look better somewhere else in a document or perhaps you want to change its dimensions on the page. You can quickly and easily resize and

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Continue using the previous file with this exercise, or open the file P715 SmartArt_08.pptx...



On Slide 5, ensure the SmartArt graphic is selected and then hover the mouse over the lower right-hand resize handle



Drag in with the mouse to reduce the height and width of the SmartArt graphic to about 50% of its original size



With the SmartArt graphic still selected, click the SmartArt Tools: Format tab and change the Height to approximately 10 cm and the Width to approximately 14 cm



Now make the SmartArt graphic larger again using the mouse



Using the mouse, drag the SmartArt graphic on the slide until you are happy with its placement



Save and close the file on completion

For Your Reference…

Handy to Know…

To resize a SmartArt graphic: 1. Select the SmartArt graphic and then use the resize handles to change its size

• You can also use the arrow keys to move the SmartArt graphic. Click the SmartArt graphic to select it, and then press , , and to move the SmartArt graphic to the position where you want it.

• or 2. Click on the SmartArt Tools: Format tab and use the Size buttons

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Chapter 6 - Working with SmartArt

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

WORKING WITH SMARTART Practice Exercise

Tasks:

Completed:

Before starting this exercise you MUST have completed all of the topics in the chapter Working with SmartArt

 

Open the presentation called PE_SmartArt.pptx. On Slide 3, titled Proposed Schedule, create a Block Cycle SmartArt graphic containing the following text for each subsequent step in the cycle. Delete the fifth shape in the graphic as it will not be needed. Adopt Plan

Implement

Evaluate

Adjust

January

February

November

February

F F

Refer to example A on the following page.

  

Change the SmartArt layout to Cycle Matrix and its style to Intense Effect Change the colours of the SmartArt graphic to Colourful Range – Accent Colours 3 to 4 Now change the WordArt style for the SmartArt graphic to Fill Background 1, Metal Beval

F F F

Refer to example B on the following page.



Save your presentation as PE_SmartArt (Completed).pptx.

Files required for exercise:

PE_SmartArt.pptx

Files/work created by student:

PE_SmartArt (Completed).pptx

Exercise Completed:

Page 59

Chapter 6 - Working with SmartArt

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

WORKING WITH SMARTART Practice Exercise

ÂŠ Watsonia Publishing

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Chapter 6 - Working with SmartArt

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

CHAPTER 7

FOCUS

WORKING WITH MIXED CHARTS

ECDLPE_PK750

Using PowerPoint 2007 in conjunction with Excel’s charting facility you can create mixed charts, such as a column and line chart. These are particularly useful when you want to plot data that contains different ranges of values, such as temperature vs volume.

In this session you will:

•

learn how to create a new chart

•

learn how to create a mixed chart

•

learn how to add a secondary axis to an existing chart

•

learn how to change the display of the values axis

•

learn how to create a mixed chart template.

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Chapter 7 - Working with Mixed Charts

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

CREATING A NEW CHART Before you create a mixed chart, you must first create a chart using a standard chart layout. You must provide the data for the data ranges and then the chart will appear. You can then select a

Open File

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Before starting this exercise you MUST open the file PK750 Working with Mixed Charts_01.pptx...

   

Select slide 5 titled Online Sales

 

Click back into the chart on the PowerPoint slide



data series and change its chart type. You can also specify a secondary axis where the units of measure for the data series will be displayed.

Click on the Insert Chart icon on the slide Choose Clustered Column and then click [OK] to continue

Enter the data shown in the example and resize the data range by dragging the lower right corner of the range

On the Chart Tools:Design tab, click the Switch Row/Column button to switch chart so it is plotted by quarter

Close the Excel worksheet on completion

For Your Reference…

Handy to Know…

To create a new chart: 1. Insert a new content slide 2. Click on the Insert Chart icon on the slide 3. Select a chart type and click [OK] 4. Enter the chart data on the worksheet

• You can only create a mixed chart for 2D charts. If you have created a 3D chart and try to modify a data range’s type, PowerPoint will warn you that you must first change to a 2D chart before proceeding.

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Chapter 7 - Working with Mixed Charts

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

CREATING A MIXED CHART To create a mixed chart, you first start with a standard chart type – such as a column chart, line chart, etc – and then you select one data series on that chart and change its ‘chart type’ to

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a different style such as changing a column to a line and so on. You can do this for each individual data series you wish to change.

Continue using the previous file with this exercise, or open the file PK750 Working with Mixed Charts_02.pptx...



Ensure you are working on slide 5 and that the chart is selected



Click on any of the columns on the graph for the Site Visitors data series Select marks will appear on all columns for the data series



On the Chart Tools:Design tab click on the Change Chart Type button

 

Select Line and the sub-type Line with Markers

Click [OK] to continue Notice how the data series changes to a line type but because there is still only one axis on the chart – relating to the Sales values – the line markers are not really representative of their data values in comparison to the Sales figures

This will be rectified by adding a secondary axis...

For Your Reference…

Handy to Know…

To convert a data series to a different chart type: 1. Select the data series on the chart 2. On Chart Tools:Design, click the Change Chart Type button 3. Select a different type and sub-type and then click [OK]

• Once you’ve created a mixed chart, you can save it as a template so that it can be used as the basis for other mixed charts you may wish to create. On the Chart Tools:Design tab, use the Save As Template button to name your chart template. It will have the file extension .crtx.

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Chapter 7 - Working with Mixed Charts

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

ADDING A SECONDARY AXIS the increments of those values. This means that both the primary axis (on the left of the chart) and the secondary axis (on the right) can reflect the correct values to the reader.

To create a secondary axis, you must select the data series on the chart that you wish to plot against that new axis. Once created, you can then change the values that it displays as well as

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]

Continue using the previous file with this exercise, or open the file PK750 Working with Mixed Charts_03.pptx...



Ensure you are working on slide 5 and that the chart is selected



On the Chart Tools:Layout tab, use the Current Selection box to select Series “Site Visitors”



In the Current Selection box now click Format Selection to view the Format Data Series dialog box



Select Secondary Axis and then click [Close]

The secondary axis should appear to the right of the chart

 

Make sure the “Site Visitors” data series line is still selected Using the Chart Tools:Format tab, change the Shape Outline to red and the weight to 3pt

For Your Reference…

Handy to Know…

To add a secondary axis: 1. Select the data series on the chart 2. On Chart Tools:Layout, click Format Selection to access the Format Data Series dialog box 3. Select Secondary Axis and click [Close]

• You can also access the Format Data Series dialog box by right clicking on a chart element, such as a data series, and selecting Format Data Series.

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Chapter 7 - Working with Mixed Charts

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

CHANGING THE DISPLAY OF THE VALUES AXIS When the values that are plotted in the chart cover a very large range, you can also change the vertical (value) axis to a logarithmic scale (also known as log scale).

By default, the PowerPoint chart determines the minimum and maximum scale values of the vertical (value) axis in a chart. You can, however, customise the scale to better meet your needs.

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   ]

Continue using the previous file with this exercise, or open the file PK750 Working with Mixed Charts_04.pptx... Ensure you are working on slide 5 Select the “Site Visitors” data series on the chart On the Chart Tools:Layout tab click on the Axes button and choose Secondary Vertical Axis and then Show Axis in Thousands



On Chart Tools:Layout, use the Current Selection box to select Secondary Vertical (Values) Axis and the click Format Selection



Change the Minimum, Maximum, Major unit and Minor unit values to those shown in the example and change the Minor tick mark type to Outside and then click [Close]



On your own try the following:

Select the Vertical (Values) Axis and change the Format Selection so that the Minimum value is 250000 and the Maximum is 750000 – remember to click [Close]

For Your Reference…

Handy to Know…

To change the format of a vertical axis: 1. Select the appropriate axis from the Current Selection box 2. Click Format Selection to access the Format Axis dialog box 3. Make any necessary changes and click [Close]

• If you’re not very familiar with working with charts, you may find formatting the axis values a little difficult to begin with. When using the Format Axis dialog box, click the Help question mark (?) and click on an option to get extra assistance for the PowerPoint Help screens.

Page 65

Chapter 7 - Working with Mixed Charts

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

CREATING A MIXED CHART TEMPLATE If you design any type of chart, standard or mixed, you can save your layout/design, etc to a chart template. This template can then be the basis for any new chart. However, watch out with

Open File

Try This Yourself: Before starting this exercise you MUST open the file PK750 Working with Mixed Charts_05.pptx...



Ensure you are working on slide 5 This chart looks the same as in those exercises, however, we’ve set both value axes back to automatic values for this next exercise for the reasons explained in the introduction box above

]

saving fixed maximum/minimum axis values with a chart template. If you do, this means that the data for your new chart must fall within that range of values otherwise the series won’t be displayed.

Select the chart on slide 5

  

On Chart Tools:Design, click Save As Template



Using the Change Chart Type button change the chart to a standard Clustered Column



Using the Change Chart Type button again, select the Templates option, click Column and Line Mixed and click [OK]

Name the template Column and Line Mixed and click [Save]

Don’t worry if the data doesn’t appear yet as we need to confirm the data location



Click Edit Data and then close the worksheet back to the chart

For Your Reference…

Handy to Know…

To create a chart template: 1. Select the chart you wish to create into a template 2. On Chart Tools:Design click Save As Template 3. Name the template and click [OK]

• If you want to move, copy or delete a chart template, you can use the [Manage Templates] button in the Change Chart Type dialog box to do any of these procedures.

Page 66

Chapter 7 - Working with Mixed Charts

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

WORKING WITH MIXED CHARTS Practice Exercise

Tasks:

Completed:

Before starting this exercise you MUST have completed all of the topics in the chapter Working with Mixed Charts…

       

Open the presentation called PE_Working with Mixed Charts.pptx (it can be found in the same folder as the student files) On slide 2, click on the Insert Chart icon and create a Stacked Line chart Enter the data on the worksheet as shown on the following page and then return to the PowerPoint chart slide Select the Series “Rain mm” data range and change it to an Area chart type Select the Series “Temp C” and format the selection so that it is plotted to a Secondary Axis Select the Secondary Vertical (Values) Axis and format the selection to change the values in the Format Axis dialog box as follows: Minimum value:

Maximum value:

Major unit:

1.0

F F F F F F

Close back to your chart on completion Your chart should look like the example on the following page

Save the presentation as PE_Working with Mixed Charts (Completed).pptx and then close it on completion

Files required for exercise:

PE_Working with Mixed Charts.pptx

Files/work created by student:

PE_Working with Mixed Charts (Completed).pptx

Exercise Completed:

Page 67

Chapter 7 - Working with Mixed Charts

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

WORKING WITH MIXED CHARTS Practice Exercise

ÂŠ Watsonia Publishing

Page 68

Chapter 7 - Working with Mixed Charts

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

CHAPTER 8

FOCUS

USING OTHER DATA SOURCES

ECDLPE_P718

The information conveyed in presentations is often sourced from other files, such as Microsoft Word documents, or Microsoft Excel spreadsheets and charts. The overall advantage of copying or linking information is that you save time, avoid accidental errors, and you can create dynamic files that automatically reflect any changes to their source.

In this session you will:

•

gain an overview of the paste options available when copying data from other programs into PowerPoint

•

learn how to paste a Word table into a PowerPoint slide

•

learn how to link a table between Microsoft Word and PowerPoint

•

gain an overview of how to work with linked objects

•

learn how to update linked objects

•

learn how to work with Excel data in a PowerPoint presentation

•

learn how to create a hyperlink from a slide to a Microsoft Word document

Page 69

Chapter 8 - Using Other Data Sources

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

PASTE OPTIONS You can bring information into PowerPoint presentations by copying the data in the source program and then using paste to place it on a destination slide. There are a number of different

paste options that you can choose from, depending on how you want the data presented and whether or not you want it to automatically update if the source information changes.

Copying and Pasting To use information from a different source, select the data you wish to copy in the source program, such as Microsoft Word. Then, return to PowerPoint and click on the destination slide. You can then use the Paste button on the Home tab to insert your information. If you click on the arrow on the Paste button, you can choose an appropriate option for how you want the data to be treated. For example, select Paste if you simply want a copy of the data and no connection back to its original source. Use Paste Special if you want to have greater control over how the information is inserted â&#x20AC;&#x201C; such as whether or not it is linked to the source and what type of format it has. There is also an option to create a Hyperlink back to the source data so that the user could simply click the link to open the original program and the source information.

Paste Options HTML Format

Pastes the information in a format that can be used on a website.

Microsoft Office x Object

Pastes the data as a Word or Excel object so that you can use all the functionality available in original program to edit the data if necessary.

Picture (Enhanced Metafile)

Pastes the data as a picture using 32-bit graphics in the EMF file format.

Picture (Windows Metafile)

Pastes the data as a picture using 16-bit graphics in the WMF file format.

Formatted Text (RTF)

Pastes the information in a rich text format which may include some formatting but not all.

Unformatted Text

Pastes only the data and no formatting.

Paste Link Options Microsoft Office x Object

Pastes a picture of the data into your presentation and creates a link to the source file so that changes to the source data will be reflected in your presentation.

Attach Hyperlink

Pastes a hyperlink to your data which can be linked to open the source file and program.

ÂŠ Watsonia Publishing

Note: If you check the Display as icon option, the data will not appear on the slide but as an icon which can be clicked to link back to the source program and data. This only works for the Paste link options.

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Chapter 8 - Using Other Data Sources

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

PASTING A WORD TABLE If you already have information stored in a Microsoft Word table, you don’t need to type the information again into PowerPoint. Instead, you can simply copy and paste the information onto a

Open File

Try This Yourself:

Before starting this exercise you MUST open the file P718 Data Sources_01.pptx...

 

Select slide 5 which is titled Previous Year Profits



Open Word 2007, locate your course files folder and open the document called Adventure Works Report.docx



Click on the table selector icon at the top left of the table to select the entire table and then click the Copy button on the Home tab

Using the Home tab, click on the arrow on the New Slide button and select Title Only



Switch back to PowerPoint to the new slide that you previously created



Click on the arrow on the Paste button on the Home tab and select Paste Special



slide within the presentation. There are a number of different formats to choose from which will control how the copied data will look on the slide.

Select Microsoft Office Word Document Object and click [OK] You may need to resize and move the object until all the borders around the table appear



Type the title as shown in the example

For Your Reference…

Handy to Know…

To use a Word table in a PowerPoint slide: 1. Using Microsoft Word, select the table you wish to use and click the Copy button 2. Click onto the destination slide, click the arrow on the Paste and select Paste Special 3. Choose a format and then click [OK]

• If you paste the table as a Microsoft Office Word Document Object, you can click inside the table to edit it in Microsoft Word mode. If you paste the table as any of the picture formats, the table will be treated as one entity and the individual cell contents can’t be changed.

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Chapter 8 - Using Other Data Sources

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

LINKING TO A WORD TABLE In the same way that you can paste a table from Microsoft Word into a PowerPoint slide, you can also paste a link between the two programs and the data. This is particularly useful if you want to

Same File

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reflect the latest data that has been updated in Word. Linked tables, can be set to update automatically or on request. Either way, you can easily keep up-to-date using the Paste Link option.

Continue using the previous file with this exercise, or open the file P718 Data Sources_02.pptx...



Ensure that the Word document called Adventure Works Report.docx is open and that the table is selected



Click Copy on the Home tab in Word and then switch back to PowerPoint



Click on the slide titled Previous Year Profits and then insert a new slide based on the Title Only layout



Click on the arrow on the Paste button and select Paste Special



Select Paste link and choose the Microsoft Office Word Document Object and then click [OK]

You may need to resize and move the pasted table to see all its borders and to position it correctly on the slide

 

Type Linked Word Table as the title Save the presentation, closing it on completion

For Your Reference…

Handy to Know…

To link a table from Word into a PowerPoint slide: 1. In Word, copy the table you wish to use 2. Click onto the destination slide in PowerPoint 3. Click the arrow on the Paste button and select Paste Special 4. Choose Paste Link, select Microsoft Office Word Document Object and click [OK]

• You can use the keyboard shortcut + + for Paste Special rather than using the arrow on the Paste button on the Home tab.

• Double-click on a linked Word table to open the source data to make any necessary changes.

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LINKED OBJECTS When opening a presentation containing links, such as Word tables, Excel spreadsheets, etc, you will always be prompted as to whether or not to update the links. You can also update the links

or open the source file directly from within the presentation too.

Update Links when Opening the File When you open a presentation containing links, the Security Notice message will be displayed. To ensure that your presentation includes the latest data, click the [Update Links] button or click [Cancel] to open the file without any updates. Notice that the dialog box also warns of a potential security concern. If you are unsure whether or not to perform the update, click [Cancel], close the file and then seek assistance.

Working with Linked Objects within the Presentation One of the easiest ways to access the data source for a linked object, such as a Word table, is by double-clicking the object. If you right-click instead, you can use the Linked Document Objects menu which allows you to Edit the data source, Open the data source or Convert the data source into a different format. It will depend on the original data source program as to how these options respond. For example, using a Word table, both Edit and Open take you back into the original Word document where you can make the changes. If the source document is open and any changes are made to it, PowerPoint will automatically update the object. However, you can force the update at any time by selecting Update Link from the shortcut menu.

ÂŠ Watsonia Publishing

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WORKING WITH LINKED OBJECTS PowerPoint will always ask you if you want to update links when opening a presentation that contains linked objects. Often you’ll want to update the links straight away but there may also

Open File

Try This Yourself:

be occasions when you want to view (or print) the presentation using the older data. If you defer updating links, you can easily perform an update at any time when working in the presentation file.

Open the file you were working on during the Linking to a Word Table exercise...



Upon opening the file, take a few moments to read the contents of the Microsoft Office PowerPoint Security Notice



Click [Update Links] to update your presentation with the latest information



Locate the Linked Word Table slide and double click on the table to open the source Word document



Change the Climbing Equipment figures as shown in the example



Click back into PowerPoint and check that the changes have updated automatically on the slide object

If not, you can right-click and select Update Link



Right-click on the table object, choose Linked Document Object and then click Open



Change the first two figures for Camping Equipment, as shown in the example, and then save and close the Word document



Now save and close the presentation file

For Your Reference…

Handy to Know…

To update a linked object from the presentation: 1. Double-click the linked object and make the necessary changes – the updates should take place automatically 2. If you need to manually update an object, right-click on it and select Update Link

• If you need to copy the presentation to another computer, remember to include the linked files.

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USING EXCEL DATA IN A PRESENTATION Copying data from Excel into PowerPoint works in almost the exact same way as when copying data from Word. In addition to copying and pasting Excel spreadsheet data you can also

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copy and paste Excel charts. As with other applications, you can either paste the information or you can paste and create a link back to the source data to keep up with the latest details.

Before starting this exercise you MUST open the file P718 Data Sources_04.pptx...

 

Select slide 4 which is titled Previous Year Profits



Open Excel 2007 and, in your course files folder, open the document called Adventure Works Climbing Equipment.xlsx



Click on the chart object and then click the Copy button on the Home tab



Switch back to PowerPoint to the new slide that you previously created



Click on the arrow on the Paste button on the Home tab and select Paste Special



Click Paste link and select the Microsoft Office Excel Chart Object option and click [OK]

 

Change the title for the slide to Linked Excel Chart

Using the Home tab, click on the arrow on the New Slide button and select Title Only 6

Save the presentation, closing it on completion and then save and close the Excel file

For Your Reference…

Handy to Know…

To use Excel data in a PowerPoint slide: 1. Using Microsoft Excel, select the data or chart and click the Copy button 2. Click onto the destination slide, click the arrow on the Paste and select Paste Special 3. Choose a format and then click [OK]

• If you paste Excel data as a link, you will be prompted whether or not to update the links each time the file is opened. If you want to manually perform any of the linked object options, simply right-click on the object and select an appropriate option from the shortcut menu.

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CREATING A HYPERLINK TO A WORD DOCUMENT A hyperlink is a connection to a different source of information. For example, you may want to run a slide show and optionally show a report that has been created in another program such as

Open File

Try This Yourself:

 

Microsoft Word. The hyperlink creates the connection and during the slide show you can choose to click on the link to open the source document.

Before starting this exercise you MUST open the file P718 Data Sources_05.pptx... Select slide 5 which is titled Previous Year Profits Open Word 2007 and, in your course files folder, open the document called Adventure Works Report.docx

 

Highlight the heading and copy it to the clipboard



Add a text box (from the Home tab, Drawing group) below the table, and while it is selected click the arrow on the Paste button and choose Paste as Hyperlink



The Adventure Works hyperlink will appear in the text box



Click on the Slide Show tab and run the slide show from the current slide

 

Click on the hyperlink to open the Word document

Switch back to PowerPoint slide 5 and make sure nothing on the slide is selected

Close the document and close Word, to return to PowerPoint Save and close the presentation

For Your Reference…

Handy to Know…

To create a hyperlink from a Word document: 1. Highlight and copy a selection of text 2. On the destination slide, click on the Paste arrow and select Paste as Hyperlink 3. Move the hyperlink object as desired

• Once you’ve created a hyperlink, you can modify it by right-clicking on it and choosing from the shortcut menu. You can select to Edit, Open, Copy or Remove. Using the Edit option you can change the hyperlink text, the file that is opened and you can even bookmark the link too.

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USING OTHER DATA SOURCES Practice Exercise

Tasks:

Completed:

Before starting this exercise you MUST have completed all of the topics in the chapter Using Other Data Sources…

 

Open the presentation PE_Using Other Data Sources.pptx Copy and paste a link to the Microsoft Excel table from PE_Other Data Sources - Table.xlsx into Slide 2 titled Average Thunder Days Per Year

F F

You can resize and position the table to best fit the available space on the slide



Insert and link the chart that is in PE_Other Data Sources Chart.xlsx into Slide 3 titled Melbourne's Average Daily Sunshine

You will need to resize, position and even re-access the chart so that all the information is properly displayed on the slide



Import the Microsoft Word table from PE_Importing Word Table.docx into Slide 4 titled El Nino Vs. La Nina

Slides 2, 3 and 4 should look similar to the ones shown on the next page…

 

F F

Test the slide show Save the presentation as PE_Using Other Data Sources (Completed).pptx

Files required for exercise:

PE_Using Other Data Sources.pptx

Files/work created by student:

PE_Using Other Data Sources (Completed).pptx

Exercise Completed:

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USING OTHER DATA SOURCES Practice Exercise

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CHAPTER 9

FOCUS

SLIDE MASTERS

ECDLPE_P717

Presentations are based on templates or themes which aim to give your work a consistent look and feel. However, within a presentation, you can also control its overall look by customising the Slide Master. The Slide Master contains all the different types of slide layouts that you can use when you insert new slides. It also controls where placeholders appear on slides and how they are formatted. The Slide Master can also be responsible for background colours/styles, fonts, headers, footers and much, much more. If you want to create or customise a Slide Master, it’s often a good idea to do this before you create your presentation. However, if you’ve already designed your slides, you can always apply a new Slide Master to your work and PowerPoint will update them to use the features and formatting of the new Slide Master.

In this session you will:

•

gain an overview of working in the Slide Master view

•

learn how to access and work in the Slide Master view

•

gain an overview of how to change the individual slide layouts in the Slide Master view

•

learn how to modify slide layouts

•

learn how to insert new slide layouts and to add placeholders

•

gain an overview of how to work with multiple slide masters and master layouts

•

learn how to insert a new slide master

•

gain an overview of how to customise the Handout Master and Notes Master

•

learn how to save a new presentation template

•

learn how to use a presentation template.

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THE SLIDE MASTER VIEW You can access the Slide Master from the View tab on the Ribbon. If you are working on an existing presentation, the Slide Master view will display the formatting, layout, structure, etc for

the current presentation, using the template or theme that it is based on. Alternatively, if you’re working in a new blank presentation, the Slide Master view will be a bit more like a blank canvas.

Working in the Slide Master View Click on the View tab on the Ribbon and then click the Slide Master button. The screen will change to show thumbnails in the left-hand pane, representing the different types of slide layouts available in the current template (in the example below, the presentation is based on the Blank Presentation template). The Slide Master tab on the Ribbon becomes active and contains some special commands to help you customise the slide layouts. You can, however, use and access the other tabs on the Ribbon to help with formatting, inserting objects, etc.

Customising Slide Layouts You can click on a slide layout thumbnail in the left-hand pane to make the slide layout active in the main screen area. You can then make changes to the layout, such as formatting placeholders, moving placeholders, adding, objects, etc. You can also right-click on a slide layout thumbnail to display a shortcut menu of choice which will help you with slide layout management. For example, you can delete a layout, duplicate one, insert a new one, rename one, etc. When you’ve finished working in the Slide Master View, click on the Close Master View button on the Slide Master tab.

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CHANGING THE SLIDE MASTER The Slide Master thumbnail in the left-hand pane has a number of slide layouts beneath it. If you select the larger Slide Master thumbnail and make any changes, such as the background,

None

Try This Yourself: Before starting this exercise you MUST create a new presentations based on the Blank Presentation template...



Click on the View tab and then click on the Slide Master button



Ensure you are clicked on the Slide Master thumbnail in the left-hand pane This slide controls the overall formatting for the other slide layouts



theme, fonts, etc, the changes affect ALL the subordinate slide layouts. You can, however, then individually make changes to the other slide layouts if you so wish.

Click on the Background Styles button and select Style 7 This will change the background for all of the current slide layouts



Now click on the Fonts button in the Edit Theme group and scroll down until you’ve selected the Median font style

   

Now highlight the Master title style text at the top of the slide Click on the Home tab and increase the font size to 48

Click back on the Slide Master tab on the Ribbon Click on the Close Master View button to return to the previous view you were working in

For Your Reference…

Handy to Know…

To change the slide master: 1. Click on the View tab and then click on the Slide Master button 2. Click on the Slide Master thumbnail in the left-hand pane 3. Make any necessary changes to affect all the slide layouts below the Slide Master © Watsonia Publishing

Page 81

•

In the slide thumbnail pane, the slide master is the larger slide image, and the associated layouts are positioned beneath the slide master.

•

You can have multiple slide masters within the same presentation.

Chapter 9 - Slide Masters

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

SLIDE LAYOUTS In the Slide Master view, the Slide Master layout can be used to control the overall look and feel for all slide layouts. However, you can also change individual aspects of some of the layouts

perhaps to make them stand out slightly from the rest. Be careful not to use too many different types of formatting though as this can sometimes detract from the flow of the presentation.

Use the Insert Placeholder button to add placeholders, such as content, text, etc, to the slide layout. You can also turn the Titles and Footers on or off using the check boxes provided. You can change the background, orientation, page setup, and themes for the individual slide layout too. You can individually move placeholders around on the slide layout and you can use any of the other tab s on the Ribbon, such as Home and Insert to format or add objects onto the slide.

2 Using the thumbnails in the left-hand pane, select the slide layout you want to modify.

3 If you want to add extra layouts, delete a layout, rename one, etc, you can rightclick on the appropriate slide thumbnail. You can also use the buttons in the Edit Master group on the Slide Master tab to perform these functions.

ÂŠ Watsonia Publishing

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CHANGING SLIDE LAYOUTS You can change individual slide layouts, add new ones, delete ones that aren’t going to be used or rename existing ones. In this way, you can really control what content can be added into

Open File

Try This Yourself:

Before starting this exercise you MUST open the file P717 Slide Masters_01.pptx...



Click on the View tab and then click on the Slide Master button



Using the slide layout thumbnails, scroll down and select Section Header Layout



In the Master Layout group on the Slide Master tab, turn off Footers



Click on the Background Styles button and select Style 3



Using the slide layout thumbnails, scroll down and select Content with Caption Layout



Right-click on the thumbnail and select Delete Layout to remove it from the slide master set



Now also delete the Title and Vertical Text Layout and Vertical Title and Text Layout thumbnails



presentations, especially if you save the presentation as a template so that it can be used as the basis for a range of new presentations.

Note: You can also delete a slide layout by selecting it in the thumbnail view and pressing the key or clicking Delete on the Slide Master tab.

Click on the Close Master View button to return to the previous view you were working with

For Your Reference…

Handy to Know…

To change a slide layout in the slide master:

• If a slide layout is in use in the current presentation you won’t be able to delete it. The Delete Layout option will be greyed out. If you want to delete the layout, you’ll need to apply a different layout to the slides that are using it and then the Delete Layout option will work.

1. Click on the View tab and then click on the Slide Master button 2. Select a slide layout from the thumbnails 3. Make changes to the slide or turn options on or off using the Master Layout group

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INSERTING SLIDE LAYOUTS AND PLACEHOLDERS In addition to the standard slide layouts that are part of the templates used to create a presentation, you can also create your own custom slide layouts. This is useful if you want

Same File

Try This Yourself:

to control where and how information is placed onto a particular type of slide. There is no limit to the number of custom layouts you can create, or you can modify the standard PowerPoint layouts.

Continue using the previous file with this exercise, or open the file P717 Slide Masters_02.pptx...



Click on the View tab and then click on the Slide Master button



Click on the Title Slide Layout and then click on the Insert Layout button on the Slide Master tab



Click on the newly inserted Custom Layout and then click the Rename button on the Slide Master tab



In the Layout name box type Statistical Comparisons and then click the [Rename] button



With the Statistical Comparisons Layout selected, click on the Insert Placeholder button on the Slide Master tab and select Table



Draw a table area on the slide similar to the dimensions shown in the example



In the thumbnail pane, click and drag the Statistical Comparisons Layout so that it is placed between Title and Content Layout and Section Header Layout



Click the Close Master View button on completion

For Your Reference…

Handy to Know…

To insert a new slide layout: 1. Ensure you are working in the Slide Master view 2. Click on the Insert Layout button on the Slide Master tab 3. Select the thumbnail and click Rename on the Slide Master tab to give it a new name

• In addition to using the buttons on the Slide Master tab, you can insert and rename a slide layout by right-clicking in the thumbnail pane.

• You can change the prompt text in the placeholders by changing the wording of the Click to... text.

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MULTIPLE SLIDE MASTERS AND MASTER LAYOUTS There is a minimum of one slide master per presentation (or per presentation template). However, there are occasions when you may want to have more than one slide master. For

example, if you are going to create a very large presentation for a training course, you may find that multiple slide masters can be used to represent different subjects, exercises, quizzes, etc.

Inserting a New Slide Masters If you want to use more than one slide master in your presentation, you can easily insert a new one using the Insert Slide Master button on the Slide Master tab on the Ribbon.

Using the Shortcut Menu You can also insert a new slide master using the shortcut menu. You can right-click on one of the thumbnail layouts and select Insert Slide Master. In addition to inserting a new slide master, you can also use the Duplicate Slide Master to create a copy of an existing slide master. You would then make changes to one of the copies.

Preserving Slide Masters By default, slide masters are preserved within the presentations so that they remain available even if they aren’t being used. This is particularly useful when you are creating multiple slide masters into a presentation template. The template can be used over and over again but on some occasions not every slide master will be used. If you don’t want the slide masters to be available if they’re not being used, then you can turn the preserve feature off on certain slide masters. The pin symbol next to the larger slide master thumbnail represents that the master is currently preserved.

The Master Layout You can delete certain elements or placeholders on the Slide Master layout. For example, you can delete the Date and Footer placeholders or the Title, Text, etc. However, to turn these elements back on again, you need to click on the Slide Master thumbnail and then use the Master Layout button on the Slide Master tab.

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INSERTING A NEW SLIDE MASTER You may find that one slide master per presentation is sufficient but PowerPoint gives you the flexibility to add more than one if necessary. It is often more useful to have

Open File

Try This Yourself:

multiple slide masters in a PowerPoint template that will be used as the basis of new presentations rather than in the presentation file itself.

Before starting this exercise you MUST open the file P717 Slide Masters_03.pptx...



Click on the View tab and then click on the Slide Master button



Click on the Insert Slide Master button on the Slide Master tab A new slide master, numbered 2, and its subordinate slide layouts will appear in the thumbnail pane



Click on the Background Styles button and select Style 5



Ensure the Custom Design Slide Master thumbnail is selected, click the Rename button and name it Self-Paced Learning

 

Select the Footer placeholder and press to remove it Click the Master Layout button on the Slide Master tab, check the Footer option and then click [OK]

The footer should now reappear on the slide master



Click the Close Master View button on completion

For Your Reference…

Handy to Know…

To insert a new slide master: 1. Ensure you are working in the Slide Master view 2. Click on the Insert Slide Master button on the Slide Master tab 3. Make changes to the new slide master as required

• Each slide master is numbered sequentially, starting at 1.

• You can move a slide master around by dragging it (and its subordinate slide layouts) to a new location within the thumbnail pane.

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THE HANDOUT MASTER AND NOTES MASTER In addition to the Slide Master, there is also a Handout Master and Notes Master that can be customised to suit these two types of printout. Unlike the Slide Master that can contain multiple

slide masters per presentation, you can only customise and use one Handout Master and one Notes Master per presentation (or template).

Accessing the Handout Master and Notes Master You can easily access the Handout Master and Notes Master screens using the buttons on the View tab as shown below.

The Handout Master You can use the buttons on the Handout Master tab to turn items on and off on the handout pages. You can also use many of the commands available on some of the other tabs such as the Insert tab. Click the Close Master View button to return to the previous view you were working with.

The Notes Master You can use the buttons on the Notes Master tab to turn items on and off on the speakers notes pages. You can also use many of the commands available on some of the other tabs such as the Insert tab. Click the Close Master View button to return to the previous view you were working with.

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SAVING A NEW PRESENTATION TEMPLATE PowerPoint 2007 comes with a number of preinstalled templates upon which you can base any new presentation files. You can, however, also create your own templates especially if

Open File

Try This Yourself: Before starting this exercise you MUST open the file P717 Slide Masters_04.pptx...

   

Click on the View tab and then click Slide Master



Drag the inserted logo to the top centre of the slide as shown in the example and select Soft Edge Rectangle from the Picture Styles list on the Format tab

 

On the Slide Master tab click the Close Master View button



Type My Company Template in the File name box, select PowerPoint Template (.potx) for the Save as type box and then click [Save]



Close the presentation file on completion

you’ve spent some time customising the slide masters and slide layouts to make it easier for you to enter your own types of information.

In the thumbnail list, click on the Title Slide Layout Click on the Insert tab and click Picture Select our_logo.jpg from your course files folder and then click [Insert]

Click on the Office Button , click on the arrow on the Save As option and then select Other Formats

For Your Reference…

Handy to Know…

To save a presentation as a template:

• Templates are saved to a default folder location. This location can be viewed and changed from Word but not from PowerPoint. To find out where files are stored, access Microsoft Word and then use Word Options, under the Office Button, selecting Advanced and then File Locations.

1. Click on the Office Button , click the Save As arrow and select Other Formats 2. Enter a name for the template and select the Save as type as Template (.potx) 3. Press [Save] to save the template

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USING A PRESENTATION TEMPLATE Once you’ve created a presentation template you can use it as the basis for any new presentation that you want to create. If you find that you need to make changes to the template, you would

None

Try This Yourself:

open it in much the same way as any other presentation to make your changes. You can use the New option on the Office Button menu to create a new presentation using your templates.

Before starting this exercise ensure that all presentation files are closed...

 

Click on the Office Button and click on New



Click on the My Company Template.potx on the My Templates tab and then click [OK]

 

Add some information of your choice to the title slide

Select My Templates under the Templates category to locate templates that are stored in your default folder location 3

Use the New Slide button to insert some extra slides into your presentation either by clicking the arrow for New Slide and choosing a different slide master layout option, or by using the Layout button to apply a new slide master layout to an existing slide The template has two different Slide Masters so you can mix and match if you so wish



Don’t save the presentation on completion, simply close it without saving the changes

For Your Reference…

Handy to Know…

To use one of your own templates:

• If you don’t see some of the slide layouts that you expect to see, remember that they may have been deleted from the Slide Master so that they don’t accidentally get used.

1. Click on the Office Button and click on New 2. Select My Templates under the Templates category 3. Select a template and click [OK]

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SLIDE MASTERS Practice Exercise

Tasks:

Completed:

Before starting this exercise you MUST have completed all of the topics in the chapter Slide Masters…

     

Create a new presentation based on the Blank Presentation template Use the View tab to access the Slide Master view Change the Theme for all slides to Concourse Select the Title and Content Layout and turn off the display of the background graphics Insert a new layout so that it appears after the Title and Content Layout and then rename the new layout SmartArt Only Insert a SmartArt placeholder on this slide layout, drawing its dimensions so that it takes up the majority of the slide area below the title

F F F F F F



Delete all slide layouts from the Comparisons Layout onwards – there should then be only six slide layouts remaining including the Slide Master layout at the top



Close the Slide Master view and, using the Office Button, save the presentation as a template called PE_Practice Training Template.potx



Close the presentation on completion

Files required for exercise:

None

Files/work created by student:

PE_Practice Training Template.potx

Exercise Completed:

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SLIDE MASTERS Practice Exercise

ÂŠ Watsonia Publishing

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NOTES:

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CHAPTER 10

FOCUS

SLIDE MANAGEMENT

ECDLPE_P708

Once you’ve created a presentation, you may decide to change the order of the slides or you might want to duplicate a slide several times, making a few minor changes along the way. In addition to manipulating slides within a presentation, you can also reuse slides from other presentations that you’ve created. This is a great timesaver as you can quickly and easily browse through existing slides, selecting the ones that are relevant to the current presentation.

In this session you will:

•

learn how to use the slide sorter view to navigate and manipulate slides

•

learn how to add slides into your current presention from other PowerPoint files.

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USING THE SLIDE SORTER VIEW If you ever need an overview of your presentation, Slide Sorter View is the perfect way to find it. Each slide is represented by a thumbnail view, and it is here that you can shift

None

Try This Yourself:

 

Before starting this exercise you MUST open the file P708 Slide Management_01.pptx... Click on the View tab and then click Slide Sorter or click the Slider Sorter button in the Status Bar Using the Zoom buttons in the Status Bar, increase the zoom to 100%



Click on slide 4 and drag with the mouse between slides 1 and 2 to move the Description slide into position 2



Now click on slide 3 (Project Goals Title page), hold down and drag down between slides 11 and 12 - the Project Goals slide should be duplicated into position 12



Double-click slide 12 to open it in Normal view and then edit the title as shown in the example

 

Click on the View tab again and then on Slide Sorter



slides around, copy and delete them. Slide Sorter view also has its own shortcut menu allowing you to insert or delete slides, publish slides, check for updates and hide slides during a slide show.

Click on slide 10 (Schedule) and then press to remove it from the presentation Save the presentation on completion

For Your Reference…

Handy to Know…

To access Slide Sorter view: 1. Click on the View tab and then click Slide Sorter Or 2. Click on the Slide Sorter button in the Status Bar

• You can also easily duplicate slides using the New Slide command on the Home tab. In Slide Sorter view, select the slides you want to copy and then click on New Slide and select Duplicate Selected Slides. The copied slides will appear in the Slide Sorter view.

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ADDING SLIDES FROM OTHER POWERPOINT FILES You can quickly and easily add slides into your current presentation from other PowerPoint files. This is a particularly useful timesaver in instances where information is the same or similar to slides

Same File

Try This Yourself:

that you have previously created. If you are using Microsoft SharePoint you can also access a Library of shared slides that you can add into your presentations. You can contribute slides too.

Continue using the previous file with this exercise, or open the file P708 Slide Management_02.pptx...



Ensure you are working in the Slide Sorter view and then click between slides 9 and 10



Click on the Home tab and then click on drop-down arrow on the New Slide button



Select Reuse Slides to display the Reuse Slides Task Pane on the left of the screen



Click on the Open a PowerPoint File to access a Browser window



From your Course Files for PowerPoint 2007 folder, select the file named P708 Project Overview_01.pptx and click [Open]



Hover the mouse over the slides in the Task Pane until you see Outstanding Risks and Issues and the click to insert it

 

In the main presentation, click between slides 1 and 2



Click the close button on the Task Pane to close the Reuse Slides pane

In the Task Pane, hover over the Agenda slide, right click and select Insert Slide

For Your Reference…

Handy to Know…

To insert slides from other files: 1. Click on the Home tab, then click on dropdown arrow on the New Slide button 2. Click Open a PowerPoint File, browse for it and click [OK] 3. Click on the slides to be inserted

• If you right-click on a slide in the Reuse Slides pane, you can choose whether to insert just the current slide or all slides. You can also specify whether or not the inserted slides should keep their original theme formatting.

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SLIDE MANAGEMENT Practice Exercise

Tasks:

Completed:

Before starting this exercise you MUST have completed all of the topics in the chapter Slide Management…

   

Open the presentation called PE_Slide Management.pptx Using Slide Sorter view, increase the zoom (if necessary) to 100% Move slide 5 to position 6 and slide 4 to position 5 Copy slide 7 (Questions and Answers) so that it also appears as slide 2

F F F F

You can refer to the example A over the page to check the sequencing of your slides



Using the New Slide button, reuse the PowerPoint presentation file called PE_Adventure Works General.pptx to view a list of slides that can be inserted into the current presentation

 

Select the slide called Our Current Products and then Proposed New Products, closing the Reuse Slides panel on completion

 

Double click slide 1 to view it in the Normal view

Select the two new slides and move them after slide 5 You can refer to the example B over the page to check the sequencing of your slides

Save the presentation as PE_Slide Management (Completed).pptx, closing it on completion

Files required for exercise:

PE_Slide Management.pptx

Files/work created by student:

PE_Slide Management (Completed).pptx

Exercise Completed:

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SLIDE MANAGEMENT Practice Exercise

ÂŠ Watsonia Publishing

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NOTES:

ÂŠ Watsonia Publishing

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Chapter 10 - Slide Management

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

CHAPTER 11

FOCUS

RUNNING A SLIDE SHOW

ECDLPE_P710

One of the main objectives of using PowerPoint is being able to deliver your presentation in front of an audience. Whether it’s a training session, meeting or sales pitch, you can present your information as a slide show. As with most options in PowerPoint, you can start off with a very basic slide show and, using animation and transition effects, build up an impressive presentation that can really wow your audience. It’s important to remember however that often less is more in PowerPoint. Try not to go over the top with your special effects as this could detract from the message you are trying to convey.

In this session you will:

•

learn how to run a simple slide show

•

learn how to use transitions from one slide to another

•

learn how to use animation effects on slide objects

•

gain an overview of custom text animation

•

learn how to use custom animation effects to enhance slide shows

•

learn how to control individual items in a custom animation list

•

learn how to use emphasis with custom animation

•

learn how to advance from one slide to another automatically

•

learn how to setup a slide show.

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RUNNING A SIMPLE SLIDE SHOW You can run any presentation as long as it consists of more than one slide. You can use the Slide Show button in the View Buttons area of the Status Bar. Alternatively, you can use the

Open File

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buttons on the Slide Show tab to not only run a slide show but to control where the show starts from.

Before starting this exercise you MUST open the file P710 Slide Shows_01.pptx...

  

Ensure you are working in Normal view



to go back a slide Use to end and finally press the slide show



Click on the Slide Show tab and then click on the From Beginning button to run the slide show again

Click on the Slide Show on the Status Bar button Click the left mouse button to advance to the next slide or press

Use your navigation keys to move around the slide show, pressing on completion

 

In Normal view, move to slide 3 On the Slide Show tab, click From Current Slide Move through the slide show pressing on completion



Return to slide 1

For Your Reference…

Handy to Know…

To run a slide show on the 1. Click on the Slide Show button Status Bar Or 2. Click on the Slide Show tab click on From Beginning or From Current Slide

• You can also right-click on a slide when running a slide show to display a shortcut menu of choices.

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SETTING SLIDE TRANSITIONS Slide transitions are the animation-like effects that occur during a Slide Show when you move from one slide to the next. You can control the speed of each slide transition effect, and you can

Same File

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Continue using the previous file with this exercise, or open the file P710 Slide Shows_02.pptx...



Ensure you are working in the Slide Sorter view and that slide 1 is currently active



Click on the Animations tab and then click on the More button on the Transition to This Slide group

 

In the Push and Cover group, select the Push Down option



also add sound. PowerPoint 2007 includes some additional transition effects and has a dedicated Animations tab to help you set the effects for each slide.

Click on slide 2 and then use the Transition to This Slide group to select the Strips Right-Down style for the slide Click the Preview button on the Animations tab to see how this effect would look in the slide show



Take a few moments to apply some other effects to the remaining slides



Change the Transition Speed to Medium and then click the Apply To All button so that all of the slides use a medium transition



Run your slide show from the beginning using the Slide Show tab



Save the presentation, closing it on completion

For Your Reference…

Handy to Know…

To change the transition for a slide: 1. Click on the slide in Slide Sorter view 2. Click on the Animations tab 3. Use the Transitions for This Slide group to set a transition 4. Click the Preview button to see the effect

•

To remove all transitions from the slides, return to the Normal view and click on one of the thumbnails on the Slides pane. Click on the Animations tab and then click on the More button on the Transition to This Slide group. Select the No Transition option and then click the Apply to All 1 button.

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ANIMATION The most popular animation effects that you can use in your presentations include entrance, exit, and sound effects applied to individual bullets of text, and motion paths applied to objects.

Open File

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PowerPoint 2007 has a number of standard, built-in animation effects which you can apply to individual objects on a slide such as a text box, bullet list, picture, etc.

Continue using the previous file with this exercise, or open the file P710 Slide Shows_03.pptx...



Ensure slide 1 is displayed and click anywhere in the presenter details box (containing Linda Martin’s details)

 

Click on the Animations tab on the Ribbon Click on the drop-down arrow on the Animate box and select All At Once under the Fly In option



Click on the Preview button on the Animations tab to see the effect on your slide

 

Now click on the date text box on the slide



Preview the slide show once again

Click on the drop-down arrow for the Animate box and this time select All At Once under the Fade effect 6

For Your Reference…

Handy to Know…

To use the built-in animation effects: 1. Select the object on the slide you wish to animate 2. Click on the Animations tab and then click on the drop-down arrow on the Animate box 3. Select an option

•

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You can apply the steps in these procedures to individual areas of text as well. Instead of an object, highlight selected text to identify what you want to animate.

Chapter 11 - Running a Slide Show

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

CUSTOM TEXT ANIMATION If you want more control over the animation of the objects on your slide, then you can use Custom Animation. The custom animation effects are divided into four types that reflect the point at

Effect

which you want the animation to occur. These are described in the following table.

Description and Purpose

Entrance

The Entrance effects are designed to control the way that your slide, or the text on your slide, appears on the screen.

Emphasis

These effects control how the audience’s eye is drawn to each line on the slide in turn.

Exit Motion Paths

Exit effects determine how the contents of the slide will leave the screen. Motion paths control the movement of your text or objects around the slide.

These effects are also grouped according to the impact of effect – basic, subtle, moderate or exciting, and are tagged with a symbol that indicates the way the effect works. The following table lists the types of entrance effects, each of which can range from basic to exciting in impact.

Icon

Type of Entrance Effect Text appears in place, but is revealed in different ways, such as around a diamond, circle, as a checkerboard or blinds. Text appears in place. It either then stays as is, or fades, depending on your choice of effect. This replaces the requirement to dim an item after it is shown. Text moves into place from a specific direction. It can Fly In, Crawl In, Bounce or move in a wide variety of ways, but it will retain its size and place. Effects with this icon affect the size of the item. It may start off small and expand, or start wide and then condense. The arrows say it all – these effects include spinning of some sort – either the entire line or the individual letters. These effects maintain the placement and size of the text, but cause it to swivel or stretch around the centre point of the line. With a complex icon like this, the effect just has to be random – PowerPoint will select any one of an extensive range of effects.

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USING CUSTOM ANIMATION You can use custom animation effects to give you full control of how objects behave during a slide show. You can control what happens as each object makes its entrance, exit or just its

Open File

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general motion on the slide. You can specify the speed that the effect occurs and for text, whether the effect is to happen all at once or on each letter, word, etc.

Before starting this exercise you MUST open the file P710 Slide Shows_04.pptx...

   

In Normal view, ensure you are working on slide 2



Click on the Add Effect button, select Entrance, More Effects then click on Peek In and [OK]

Click anywhere in the bullet list box Click on the Animations tab Click on the Custom Animation button to see the Custom Animations task pane appear on the right of the screen

Notice how the slide automatically previews the custom animation effect and how each group of bullets has a number placed near it to represent the order in which the animation takes place



Change the Direction box so that the bullets make their entrance From Left and the Speed is Fast



Preview the slide to see the effects

For Your Reference… To use custom animation: 1. Select the object to animate 2. Click on the Animations tab 3. Click the Custom Animation button to display the Custom Animation task pane 4. Use the pane to specify your settings

Handy to Know… •

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Animated items are noted on the slide by a non-printing numbered tag. This tag corresponds to the effects in the Custom Animation list, and the tag is displayed to the side of the text or object. The tag appears only in Normal view with the Custom Animation task pane displayed.

Chapter 11 - Running a Slide Show

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

CUSTOM ANIMATION CONTENTS If you’ve animated an object or text box that contains more than one item, PowerPoint tags the items so that you can manipulate them individually, if you so wish. For example, with a

Same File

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

bullet list that has multiple sub-lines, you can specify that you want to animate each individual line or just the entire bullet item at the same time.

Continue using the previous file with this exercise, or open the file P710 Slide Shows_05.pptx... Ensure that you are working on slide 2 and that you’ve clicked in the bullet list box If you’ve just opened the file, you will need to click on the Animations tab and click Custom Animations to view the task pane...



Click on the Click to expand contents icon on the task pane



Click anywhere in the Reduced overhead costs item in the task pane, click on the drop-down arrow that appears and select Start After Previous

 

Do the same for the Increased Customer Satisfaction item Click the Play button at the bottom on the task pane to see how the changes now effect the slide and its objects

Notice the Re-Order buttons on this area of the task pane too. It wouldn’t be appropriate in this instance but sometimes with graphics, you may want to change the order in which objects appear or disappear...



Save the presentation on completion

For Your Reference…

Handy to Know…

To use the custom animation content: 1. Display the Custom Animation task pane 2. Click on the Click to expand contents icon on the task pane 3. Click on an item and use its drop-down arrow to make any necessary changes

• There are so many ways you can animate your slides and objects that you should spend a bit of time practicing with the effects before you have to put them into operation with a “real” presentation.

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USING EMPHASIS CUSTOM ANIMATION Not only can you use custom animation to give extra impact to text and objects as they appear or disappear from the page, but you can also emphasise objects on a slide while it remains on

Same File

Try This Yourself: Continue using the previous file with this exercise, or open the file P710 Slide Shows_06.pptx...



Ensure that you are working on slide 9 If you’ve just opened the file, you will need to click on the Animations tab and click Custom Animations to view the task pane...

 

Click on the first arrow shape on the slide

 

Now click on the text below the first arrow shape

Click on the Add Effect button, select Emphasis and then choose Spin

the screen. For example, you may want certain amounts of money to stand out as you talk about them or particular pictures or elements of a chart.

Click on the Add Effect button, select Emphasis and then choose More Effects

 

Choose Brush On Colour and click [OK]



Use the [Play] button to see how the slide will appear when you run the slide show



Save the presentation on completion

Now add the same effects to each of the remaining arrows and their corresponding text until the task pane appears the same as in the example

For Your Reference…

Handy to Know…

To use emphasis custom animation: 1. Select the object you want to animate 2. Click on the Add Effect button 3. Select Emphasis 4. Select an effect of your choice

• If you use the More Effects option with any of the custom animation choices (Entrance, Exit, etc), PowerPoint automatically adds any new options that you select to the first menu that appears so that you can repeat the choice again without having to go into More Effects.

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ADVANCING SLIDES Just as there are many different ways to animate objects on slides, there are also a number of different ways that slide shows can be delivered. You may want to control when each slide

Same File

Try This Yourself: Continue using the previous file with this exercise, or open the file P710 Slide Shows_07.pptx...

  

Ensure you are working on slide 1 in Normal view



Click the Apply To All button to specify this duration for every slide in your presentation



Click on the Slide Show tab and then click on the From Beginning button

Click on the Animations tab

appears, at the click of a mouse or key, but you may sometimes want the show to advance automatically. This is often useful for a self-running demonstration.

In the Advance Slide group, uncheck On Mouse Click and set the Automatically After duration to 00:05 (seconds)

Sit back and watch the slide show, you don’t need to press or click anything. If, however, you want to stop the show after a few slides, click the key...



Now click back on the Animations tab, change back to On Mouse Click and then click the Apply To All button



Save the presentation on completion

In Slide Sorter view, an icon represents which slides have animation effects and a timer displays for those slides that have a duration set for the Advance Slide option.

For Your Reference…

Handy to Know…

To change the Advance Slide settings: 1. Click on the Animations tab 2. Either specify On Mouse Click or Automatically After and a duration 3. If you want to use the settings for every slide click the Apply To All button

• If you want to individually control the timings between slides, you must select each slide first before changing the Advance Slides setting.

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Chapter 11 - Running a Slide Show

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NAVIGATING SLIDE SHOWS If you have specified that your slide show should advance “on mouse click”, there are a number of ways that you can navigate once the slide show appears. In addition to the list below, you

can also right-click on any slide in the show to display a shortcut menu. You can then use any of the available options to navigate or to perform other functions within the slide show.

To navigate to:

Press:

Start a presentation from the beginning. Perform the next animation or advance to the next slide.

Perform the previous animation or return to the previous slide.

Go to slide number.

, or

number+

Display a blank black slide, or return to the presentation from a blank black slide.

Display a blank white slide, or return to the presentation from a blank white slide.

Stop or restart an automatic presentation. End a presentation. Erase on-screen annotations. Go to the next slide, if the next slide is hidden. Set new timings while rehearsing. Use original timings while rehearsing. Use mouse-click to advance while rehearsing. Return to the first slide.

Redisplay hidden pointer and/or change the pointer to a pen.

Redisplay hidden pointer and/or change the pointer to an arrow.

Hide the pointer and navigation button immediately.

Hide the pointer and navigation button in 15 seconds.

Display the shortcut menu.

Go to the first or next hyperlink on a slide. Go to the last or previous hyperlink on a slide.

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SETTING UP SLIDE SHOWS The Slide Show tab can be used to set up the main options for when you run the show. For example, you can specify whether or not the slide show will be run by a speaker (full screen), an

Same File

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individual or browsed in a kiosk. You can also use the Slide Show tab to control the monitors used to display the slide show and which slides are to be used.

Continue using the previous file with this exercise, or open the file P710 Slide Shows_08.pptx...

  

Click on the Slide Show tab to view the available commands

 

Click [OK] to save your settings

Click on Set Up Slide Show In the Set Up Show dialog box, change the Show options to Show without animation and the Advance slides setting to Manually

Run the slide show From the Beginning and advance each slide manually Refer to Navigating Slide Shows for assistance about the different mouse and keyboard methods of navigating your presentation



Save the presentation on completion

For Your Reference…

Handy to Know…

To change the slide show set up: 1. Click on the Slide Show tab 2. Click the Set Up Slide Show button 3. Specify any settings 4. Click [OK]

• If you check the Use Presenter View button in the Monitors group on the Slide Show tab you can run two monitors for your show – one for the audience and one for the presenter.

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ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

RUNNING A SLIDE SHOW Practice Exercise

Tasks:

Completed:

Before starting this exercise you MUST have completed all of the topics in the chapter Running a Slide Show…

  

Open the file called PE_Running a Slide Show.pptx

  

Add slide transition effects to all slides

Add an animation scheme to the entire presentation Add some animation effects to the clip art to jazz up the presentation

F F F

For example, you could make the ball bounce or roll in, make the swimmer swim away, and make the red crayon draw the red line…

F F F

Dazzle yourself with the resulting show Save the presentation as PE_Running a Slide Show (Completed).pptx

Files required for exercise:

PE_Running a Slide Show.pptx

Files/work created by student:

PE_Running a Slide Show (Completed).pptx

Exercise Completed:

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CHAPTER 12

FOCUS

AUTOMATING SLIDE SHOWS

ECDLPE_P722

If you want to set up a show that people can interact with, you will find it useful to include hyperlinks and action buttons in your presentations. Both of these options give you a way of automating the sequence of slides and incorporating other types of information, such as running another program, opening a file (such as Excel or Word), running a macro, etc. In addition to hyperlinks and actions, PowerPoint presentations can also be enhanced through the use of various media – clip art, movies, sounds, and photographs.

In this session you will:

•

gain an understanding of how hyperlinks can create links to other slides, presentations, files and email addresses

•

learn how to create a hyperlink

•

learn how to create a hyperlink to an external Word document

•

gain an overview of the uses of action buttons to automate slides

•

learn how to create action buttons

•

learn how to add an action to an existing object on a slide

•

learn how to use action buttons during a slide show

•

gain an overview of how to enhance your presentations using movie clips

•

gain an overview of how to use sounds in a presentation or slide show

•

learn how to add sounds to your presentations

•

learn how to add a movie clip to your presentation.

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ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

UNDERSTANDING HYPERLINKS A hyperlink is a connection from one slide to another slide in the same presentation, to a slide in another presentation, an email address, a Web page, or a file.

You can create a hyperlink from text or from an object, such as a picture, graph, shape, or WordArt image.

Why Use a Hyperlink You may have a slide show that consists of 10 slides, each one appearing one after the other. However, on some slides you may want to jump to a slide that is not in the standard sequence, or you may want to open another file to read supporting information, such as a spreadsheet and Word document, etc. Hyperlinks can be added to all sorts of objects, such as shapes, and even elements of a slide, such as part of a table or chart. When clicked the hyperlink will jump you to the nominated file or slide.

Creating a Hyperlink Hyperlinks are easy to create. 1. First you need to select the object that you want to use as the hyperlink. 2. On the Insert tab and in the Links group select Hyperlinks. 3. Select the type of information you want to Link to. Use the other buttons and options in the Insert Hyperlink dialog box to find the information you wish to connect to and then click [OK]. Note: You can also create a hyperlink by simply right mouse clicking on the object to be associated with

the hyperlink and choosing Hyperlink.

Link Option

Links To If you want to create a link to another PowerPoint presentation, or to another file or web page, you can use this option. For example, you can link to Microsoft Word documents for reports, or Microsoft Excel spreadsheets for detailed data. Using the Bookmark option, you can even link directly to a specific slide in another presentation. If you want to create a link to a slide in the same presentation, or a link to a group of slides known as a custom show, use this option. This is a good way of maintaining access to hidden slides, or for providing a means to bypass slides if you want to use the same presentation for different audiences. This option will create a new presentation as well as a link to the presentation. This saves you the need to exit the existing presentation, create the new presentation and then come back to the first one and create the link.

If you want to build in a link to an e-mail address, use this feature. You nominate the email address, and specify a subject, and PowerPoint will take care of the rest. This is good for interactive shows, but relies on the audience having e-mail software on their computer.

ÂŠ Watsonia Publishing

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CREATING A HYPERLINK You can create an unlimited number of hyperlinks in a slide show, even if you don’t end up using them. You may find hyperlinks a useful way of pre-empting questions from the audience. For

Open File

Try This Yourself:

 

Before starting this exercise you MUST open the file P722 Automating_1.pptx... Ensure you are working on Slide 5 titled Revenue % Click on any area of the pie chart This will be the shape that activates the hyperlink

 

example, you may decide that the audience may like to see a breakdown of figures when you show a particular chart slide. Even if they don’t, at least you have the link set up for other audiences.

On the Insert tab, click Hyperlink Select Place in This Document and then choose Slide 2 (Previous Year Profits)



Click on the [ScreenTip] button, enter the text shown and then click [OK]

 

Click [OK] again to close the Insert Hyperlink dialog box



Select Slide 2 and on the Slide Show tab click From Current Slide



Try out the hyperlinks to see how they will take you to the linked slides in the presentation

On Slide 5, select the text Costs and return on investment and then create a hyperlink to Slide 9 (Costs and Return on Investment) and then click [OK]

When you’ve finished clicking on the various hyperlink elements to see how they jump to other slides, press end the slide show.

For Your Reference…

Handy to Know…

To create a hyperlink to a slide in the same presentation: 1. Select the object or text for the hyperlink 2. On the Insert tab click Hyperlink 3. Select Place in This Document 4. Choose the slide to link to and click [OK]

• ScreenTips are a useful way of providing a hint as to what will appear if the hyperlink object is clicked.

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CREATING A LINK TO AN EXTERNAL FILE There may be times during a presentation when you want to refer to information that is a supporting document, such as a Word file, a spreadsheet, and so on. By creating a hyperlink

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in this way, you can quickly and easily open the file during the presentation. If the data in the file has been updated, it will automatically display the most recent data during your presentation.

Continue using the previous file with this exercise, or open the file P722 Automating_2.pptx...



Ensure you are working on Slide 10 titled Strategy and Schedule

  

Click on the first arrow shape titled Adopt plan

On the Insert tab, select Hyperlink In the Link to list ensure that Existing File or Web Page is selected and choose Strategy Plan.docx from the list

   

Click ScreenTip, type the tip shown and click [OK]



Close Word in the usual way to return to the slide show and to end the then click show

Click [OK] to return to the slide

Click on the Slide Show tab and click From Current Slide When the slide appears, click on the first arrow to open up the Word document 8

For Your Reference…

Handy to Know…

To create a hyperlink to another document: 1. Select an appropriate object or piece of text 2. On the Insert tab, select Hyperlink 3. In the Link to list ensure that Existing File or Web Page is selected and choose a file from the list and click [OK]

• In addition to opening up standard files such as Word documents or Excel spreadsheets, you can also use this feature to open a web page.

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UNDERSTANDING ACTION BUTTONS Action buttons are similar to hyperlinks but they have even greater flexibility. You can add a builtin button shape called an action button to your presentation and then assign an action to the

button. When you deliver your presentation, you can either click the action button or sometimes all you need to do is hover the mouse over the action button to activate its link.

Uses of Action Buttons •

Use an action button to go to the next slide, the previous slide, the first slide, the last slide, the most recent slide viewed, another Microsoft Office PowerPoint presentation, a Web page, another file, a specific slide number that you specify, or the end of the presentation

•

Run a program, such as Excel, Word, etc.

•

Run a macro.

•

Play a sound.

•

Run a movie. Sample Action Buttons

Creating an Action Button 1. Select the slide where the action button is to appear. 2. On the Insert tab, click Shapes, and then under Action Buttons, click the button that you want to add. 3. On the slide, drag to draw the shape and then release the mouse button. 4. In the Action Settings dialog box select one of the following: o

Click the Mouse Click tab to choose the behaviour of the action button when you click it in Slide Show view

Click the Mouse Over tab to choose the behaviour of the action button when you move the pointer over it in Slide Show view

5. Select an action to perform and/or select to Play sound when the action occurs. 6. Click [OK] to add the action to the action button.

You can add an action to any shape, not just action shapes, by selecting the object and then clicking the Action button on the Insert tab. If you select an object that already has an action associated with it, the Action Settings dialog box will be displayed.

Page 115

Example of a Home action button that will return the presenter to the first slide when it is clicked.

Chapter 12 - Automating Slide Shows

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

CREATING ACTION BUTTONS In this example, you will create an action button that will return you to the last slide that was viewed. This is a useful action if you have jumped to another slide during a presentation

Same File

Try This Yourself:

  

(based on a hyperlink or another action) and then you want to continue with the presentation where you left off. The Return action is a preset action available under Shapes.

Continue using the previous file with this exercise, or open the file P722 Automating_3.pptx... Ensure you are working on Slide 5 titled Revenue % Run the slide show from this slide Click on the Year 3 pie slice and you will jump to the Year 3 Profits slide to exit the slide Press show and access Slide 8 (Year 3 Profits)



On the Insert tab click the Shapes button and select the Action Button: Return shape



Draw a rectangle at the top right of Slide 8 - when you release the mouse, complete the dialog box by selecting Play sound, choosing Whoosh and then click [OK]

In reality you probably wouldn’t add a sound for this type of action but it demonstrates how it can be done



Double click the action button to display the Drawing Tools: Format tab and change its fill to a shade of grey



Run slideshow from slide 7, then on slide 8 click the action button to test it out

For Your Reference…

Handy to Know…

To create an action button to return to the last slide viewed: 1. On the Insert tab click the Shapes button and select the Action Button: Return shape 2. Draw the button and then complete the Action Settings dialog box 3. Click [OK]

• Once an action button has been drawn, you can make changes to its appearance using the Drawing Tools: Format tab. You can change the image it displays, its fill, outline, size, and so on.

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ADDING AN ACTION TO AN EXISTING OBJECT As well as being able to create predefined action buttons from the Shapes gallery, you can also assign an action to any existing object or piece of text. When clicked, the object then performs the

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

action that you specify, such as hyperlinking to another slide, file, URL, or running a program, macro or linking to an OLE object.

Continue using the previous file with this exercise, or open the file P722 Automating_4.pptx... Ensure you are working on Slide 11 titled Questions and Answers In this example, you want to apply an action to the existing image rather than creating a new action button Select the question mark image

  

On the Insert tab click the Action button



Select Hyperlink to and choose Other File

In the Action Settings dialog box, select the Mouse Over tab

Select the file called Question and Answers.docx in your student files folder



Check the Highlight when mouse over option and click [OK]



Run slideshow from current slide and hover the mouse over image, to test it This should open the Word document



Close Word to return to PowerPoint, and press

For Your Reference…

Handy to Know…

To add an action to an existing object: 1. Select the object 2. On the Insert tab click the Action button 3. Complete the Action Settings dialog box and click [OK]

• When you add action buttons using the Shapes option, you may want to duplicate the buttons to other slides. For example, you may want the Home action button on every slide. This can be done by simply copying and pasting the appropriate action button(s).

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USING ACTION BUTTONS DURING A SLIDE SHOW Action buttons are designed to do just that – perform an action when you either click the shape to which they are associated or when you move your mouse across the shape. However,

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action buttons only need to be used when it’s appropriate during a slide show. Your presentation may contain a number of action buttons, but during a slide show you may only need to use a few.

Continue using the previous file with this exercise, or open the file P722 Automating_5.pptx...



Ensure you are working on Slide 4 titled Our Current Products and run the slide show from this slide



When the Revenue % slide appears, click on the Year 3 pie slice to jump to another slide



When the Year 3 Profits slide appears, click on the Return action button to go back to Slide 3

You should hear the whoosh sound play if you have the volume up on your speakers



Advance on one slide at a time until you get to the Question and Answers slide Hover your mouse across the image and the associated Word document will appear (into which you could type the questions and answers)

 

Close the Word document to return to the slide show Press show

to end the slide

For Your Reference…

Handy to Know…

To use action buttons during a slide show: 1. Click an action button (if its setting was for Mouse Click in the Action Settings dialog box) 2. Alternatively, for Mouse Over actions, simply move the mouse across the action button for its action to take place

• Always run through a slide show before the real presentation to test out the action buttons!

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WORKING WITH MOVIE CLIPS Movies are desktop video files with formats such as AVI or MPEG and file extensions such as .avi, .mov, .mpg, and .mpeg. They can be used to enhance all sorts of presentations, such as

training sessions, seminars, etc. You can also include sounds in your presentations, perhaps a speech or music that applies to a particular slide.

Working with Movies You can add movies and animated GIF files to slides from files on your computer, the Microsoft Clip Organiser, a network, or an intranet. To add the movie or animated GIF file, you insert it onto a specific slide. There are several ways you can start a movie or GIF file. You can have it play automatically when the slide is displayed, click it, or create a timing for it so that it plays after a certain delay. You can also keep a movie playing over several slides or have it play continuously throughout your presentation. You can also set movie options, such as hiding the movie frame or resizing it. To add a movie: 1. In Normal view, click the slide to which you want to add a movie or animated GIF file. 2. On the Insert tab click the drop-down arrow under Movie to display its menu of choices •

Click Movie from File, locate the folder that contains the file, and then double-click the file that you want to add.

•

Click Movie from Clip Organiser, scroll to find the clip that you want in the Clip Art task pane and then click it to add it to the slide.

3. A message appears asking how you want the movie to start: select Automatically or When Clicked.

The Movie Tools: Options Tab When a movie clip object is selected in your presentation, the Movie Tools: Options tab appears. You can use the commands on this tab to control how the movie appears and plays. Note: you can also right mouse click on a movie object to use some of these commands from the shortcut menu.

You can also insert a movie clip into a slide using the Insert Media Clip button on a content slide, such as a Title and Content slide.

Getting More Help Working with media files, such as movie clips, can give special interest to your presentations. If you want to read more about how you work with these types of files, Microsoft provide useful information in their Help. Click on the Help button and use the Add sounds or movies option to view sub-categories of information about these features.

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WORKING WITH SOUNDS You can further enhance the effect of a presentation with the use of sound. You can play a track from a CD; insert a sound clip from your computer or from the Clip Organiser. You can

also record your own sound clip and play it within the presentation. This is a useful way of narrating a slide show that will be sent to the audience so that they can watch it on their own computer.

Working with Sounds When you insert a sound on a slide, an icon that represents the sound file appears. To play the sound while you give your presentation, you can set the sound to start automatically when the slide is displayed, start on a mouse click, start automatically but with a time delay, or play as part of an animation sequence. To add a sound: 1. Click the slide to which you want to add a sound. 2. On the Insert tab click the drop-down arrow under Sound to display a menu of its choices. •

Click Sound from File, locate the folder that contains the file, and then double click the file that you want to add.

•

Click Sound from Clip Organiser, scroll to find the clip that you want in the Clip Art task pane, and then click it to add it to the slide.

•

Click Play CD Audio Track to display the Insert CD Audio dialog box. Make your choices in this dialog box and then click [OK]

•

Click the Record Sound to make a recording using the microphone.

The Sound Tools: Options Tab When a sound object is selected in your presentation, the Sound Tools: Options tab appears. You can use the commands on this tab to control how the sound will play. Note: you can also right mouse click on a sound object to use some of these commands from the shortcut menu.

Note: You can also insert a movie clip into a slide using the Insert Media Clip button on a content slide, such as a Title and Content slide. In addition, you can play sounds saved on your computer using an Action Button or a Hyperlink.

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ADDING SOUNDS TO YOUR PRESENTATION In this example you will add two sounds. The first sound will play on Slide 1 from a saved sound in your students file folder. The second sound will be associated with a lightning picture

Open File

Try This Yourself:

 

on Slide 2.

Before starting this exercise you MUST open the file P722 Automating_6.pptx... Ensure you are working on Slide 1 in the presentation On the Insert tab, click the arrow below Sound and select Sound from File



From your student files folder select the sounds One Step Beyond and then click [OK]



When the information message appears, click [Automatically]

 

Move the sound icon to the bottom left of the slide

 

Now access Slide 2 and click on the lightning object

Double click it to preview the sound and to display the Sound Tools: Options tab

On the Insert tab, click Action and then specify the Action Settings as shown (make sure you select the Mouse Over tab and set Play sound to Explosion) and click [OK] This sound won’t play until you run the slide show



Run the show from Slide 1 When you advance to Slide 2, remember to move your mouse across the picture

For Your Reference…

Handy to Know…

To insert sounds:

• You can play a sound continuously from the slide on which it resides until the slide show ends. On the Sound Tools: Options tab, in the Play Sound drop-down, select Play across slides.

•

On the Insert tab and use the Sound button Or

•

Select an object and, on the Insert tab, use the Action button to set a sound

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ADDING A MOVIE CLIP TO YOUR PRESENTATION In this example you will add a movie clip to the presentation. This is done in much the same way as adding a sound to your presentation. The movie clip will be added from your course files

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folder.

Continue using the previous file with this exercise, or open the file P722 Automating_7.pptx... Ensure you are working on Slide 3 titled Total Eclipse

  

On the Insert tab, click on the button for Movie From File



When the information message appears, click [When Clicked]



Using the Picture Tools: Format tab, border the object using a Picture Style of your choice and then centralise the object on the slide by moving it into position



Using the Movie Tools: Options tab, preview the movie



Using the Slide Show tab, run the slide show from the beginning and view the movie and listen to the sounds



to leave the slide Press show on completion

From your student files folder select Lunar_Eclipse.wmv and click [OK]

For Your Reference…

Handy to Know…

To insert a movie from a stored file: 1. Click on the Insert tab and click on the button for Movie From File 2. Select the movie file and click [OK] 3. Select whether you want it to play [Automatically] or [When Clicked]

• Multiple sounds are added on top of each other, and play in the order in which they were added. If you want each sound to start when you click it, drag the sound icons off of each other after you insert them.

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AUTOMATING SLIDE SHOWS Practice Exercise

Tasks:

Completed:

Before starting this exercise you MUST have completed all of the topics in the chapter Automating Slide Shows…

  

Open the presentation called PE_Automating.pptx. On Slide 3 (titled Agenda), use the text Project Budget, Schedule and Scope to set a hyperlink to Slide 7 (Project Details) On Slide 7 (Project Details) create an action button that when clicked will return to the last viewed slide. Place the action button in the lower left corner of the slide. See example A on the following page.

F F F



On Slide 2 (titled Introduction) create an action button that when clicked will go to the first slide in the presentation. Place the action button in the lower left corner of the slide. Copy the button and then paste it on all slides except Slide 1 and Slide 7. See example B on the following page.



On Slide 1 (titled Project Report), insert the movie clip called Lake so that it will run automatically when the slide show begins. Centre and resize the movie image to fit on the slide between the title and subtitle. See example C on the following page.



On Slide 9 (titled Next Steps) insert a sound clip from the Clip Organiser called Claps Cheers. Set the sound to play automatically when the slide appears. Move the sound icon to the lower right corner of the slide.

 

Run the slide show from the beginning, trying out the hyperlinks and action buttons that you’ve created.

F F

Save your presentation as PE_Automating (Completed).pptx.

Files required for exercise:

PE_Automating.pptx

Files/work created by student:

PE_Automating (Completed).pptx

Exercise Completed:

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AUTOMATING SLIDE SHOWS Practice Exercise

ÂŠ Watsonia Publishing

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CHAPTER 13 FOCUS

CUSTOM SLIDE SHOWS

ECDLPE_P714

A custom show is a collection of slides within a presentation. In fact, any presentation file can have multiple custom shows. This is particularly useful if you have a presentation file containing a large number of slides – you can simply create different custom shows to suit your different audiences.

In this session you will:

•

learn how to create a custom slide show

•

learn how to edit a custom slide show

•

learn how to run a custom slide show.

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CREATING A CUSTOM SLIDE SHOW You can adapt a single presentation to a variety of audiences by creating custom shows. Custom shows contain slides that are grouped together within your presentation that you can present

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

independent of the entire show. Before you can present a custom show, you need to indicate which slides to use.

Before starting this exercise you MUST open the file P714 Custom Slide Shows_01.pptx... On the Slide Show tab click the Custom Slide Shows button and then Custom Shows The Custom Shows dialog box will appear...



Click the [New] button to display the Define Custom Show dialog box



In the Slide show name box type Adventure Works Financials



Using the Slides in presentation list, double click on Slide 1 to add it to the Slides in custom show list



Now add slides 5, 6, 7 and 15 to the custom slide show, clicking [OK] on completion



Now create another new custom show, naming it Adventure Works Marketing



Add the following slides 1, 2, 4, 8, 9 and 11-15 clicking [OK] on completion



Click [Close] to return to the presentation

For Your Reference…

Handy to Know…

To create a custom slide show: 1. On the Slide Show tab click the Custom Slide Shows button and then Custom Shows 2. Click the [New] button and give a name to the presentation 3. Select the slides to include and click [OK]

• To select random slides, hold down as you click the slides and then click the [Add] button.

• To select consecutive slides, click on the first and click on the last one, hold down one and then click [Add].

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EDITING A CUSTOM SLIDE SHOW Custom slide shows contain a selection of slides from an individual presentation file. You can pick which slides you want to include in the custom show but you can also change the order of the

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selected slides or remove slides that are no longer needed.

Continue using the previous file with this exercise, or open the file P714 Custom Slide Shows_02.pptx...



On the Slide Show tab click the Custom Slide Show button and then Custom Shows



Ensure Adventure Works Financials is selected and then click [Edit]



Using the Slides in presentation list, select slide 10 and add it to the Slides in custom show list



Use the arrows on the right side of the dialog box to move the Costs and Return on Investment Projections so that it appears in position 4

 

Click [OK] to close the custom slide show



Click [OK] and then [Close] to return the presentation

Now edit the Adventure Works Marketing custom slide show and alter the order of the slides so that they appear in the same sequence as shown in the example

For Your Reference…

Handy to Know…

To edit a custom slide show: 1. On the Slide Show tab click the Custom Slide Show button and then Custom Shows 2. Select the show and click [Edit] 3. Make any necessary changes and then click [OK]

• You can use the [Remove] button in the Define Custom Show dialog box to take out a slide from the Slides in custom show list. It won’t delete the slide from the original presentation in the Slides in presentation list.

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RUNNING A CUSTOM SLIDE SHOW You can run a custom slide show in a number of different ways. You can select the show directly using the Custom Slide Show button on the Slide Show tab, or you can access the Custom

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Slide Show dialog box and run one from there. You can also run a custom slide show using the Set Up Slide Show button which is also on the Slide Show tab.

Continue using the previous file with this exercise, or open the file P714 Custom Slide Shows_03.pptx...



On the Slide Show tab, click Custom Slide Show and select Adventure Works Marketing



Use the key to advance through the slide show until it has finished



Click on the Slide Show tab, select Custom Slide Show and Custom Shows



Select Adventure Works Financials and then click [Show]

Advance through the slide show until it has finished

 

On the Slide Show tab, click Set Up Slide Show

 

Click [OK]

In the Show slides box, select Custom show and choose the Adventure Works Marketing show

On the Slide Show tab, click From Beginning to run the custom slide show Advance through until the slide show has finished



Save and then close the file

For Your Reference…

Handy to Know…

To run a custom slide show:

• If you want to delete an entire custom slide show, access the Custom Shows dialog box, select the show you wish to delete and then click [Remove].

•

On Slide Show, click Custom Slide Show and choose the show you wish to run

•

On Slide Show, click Custom Slide Show, Custom Shows, choose the show you wish to run and click [Show]

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CUSTOM SLIDE SHOWS Practice Exercise

Tasks:

Completed:

Before starting this exercise you MUST have completed all of the topics in the chapter Custom Slide Shows…

 

Open the presentation called PE_Custom Slide Shows.pptx. Create a custom slide show called Parents Introduction and add the following slides to this show:

F F

Slides 1-5, 7, 14-15, 17-18 Refer to example A on the following page to check the order of the slides in your new custom slide show.



Create a second custom slide show called Pupils Introduction and add the following slides to this show:

Slides 1-5, 7, 14-18 Refer to example B on the following page to check the order of the slides in your new custom slide show.

  

Practise running each of the new custom slides shows. Edit each to slightly change the order of the slides and then run the custom shows again. Save your presentation as PE_Custom Slide Shows (Completed).pptx.

Files required for exercise:

PE_Custom Slide Shows.pptx

Files/work created by student:

PE_Custom Slide Shows (Completed).pptx

Exercise Completed:

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CUSTOM SLIDE SHOWS Practice Exercise

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CHAPTER 14

FOCUS

SETTING UP SLIDE SHOWS

ECDLPE_P725

One of the most common uses of PowerPoint slides is as an onscreen presentation. Broadly, there are two categories of onscreen presentation – stand-alone shows and speaker-led shows. Stand-alone, or self-running, presentations are often used at trade shows and the like to provide catchy graphics and product information to people passing by. The computer used to run these shows is often referred to as a kiosk, because the audience can only see a computer screen. The animation and bright colours are designed to catch the audience’s attention. The only drawback for an audience browsing a presentation at a kiosk is that the information provided must be clear, concise and self-explanatory, because there is no one to ask if it doesn’t make sense. Probably the most common use for PowerPoint is the production of speaker-led presentations. To assist with a perfect performance, you can rehearse your presentation, and even attach appropriate slide timings. This feature is great if you want to record your presentation for broadcast over the web (webcast) or store it for later reference, such as for a lecture presentation.

In this session you will:

•

gain an overview of how to control a slide show using the Set Up Show options

•

learn how to rehearse slide timings for self-running presentations

•

learn how to use timings and to change them when necessary

•

gain an overview of how to include narration during a slide show

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UNDERSTANDING SET UP SLIDE SHOW OPTIONS You can access the Set Up Show dialog box using the Set Up Slide Shows button on the Slide Show tab. This dialog box contains different sections that enable you to control how

the current slide show will behave when you run it.

Show Type Options The Presented by a speaker (full screen) option is the default setting in this section. This is used when the slide show is delivered by a presenter (speaker) to an audience. Use the Browsed by an individual (window) option when you want someone to watch your presentation from an unattended computer. If you check the Show scrollbar option, the user will see a vertical scrollbar on the right of the screen which they can use to go forwards and backwards through the slides. If you want the presentation to run as a self-running slide show, use the Browsed at a kiosk (full screen) option.

Show Slides Options Use the options in the Show slides section to specify a group of slides that you wish to show or select a Custom show from the available list (you must create the custom slide shows first to be able to pick from the list).

Show Options Use the options in the Show options section to specify how you want narrations or animations to run in your presentation. If you want your presentation to continue to play from the start once it reaches the end, you can select the Loop continuously until ‘Esc’ option. If you’ve narrated your presentation you can run it without the narration by checking Show without narration. Similarly, you can run your slide show without any animation that you’ve added to the slides by checking the Show without animation option. If you’ve selected Presented by a speaker (full screen), when running your presentation you can change the mouse pointer to a pen so that you can write or annotate slides. Use the Pen colour option to specify the default colour that the pen will use.

Advance Slides Options If you’ve rehearsed timings for your presentation, slides will advance from one to the next automatically if the Using timings, if present option is checked. You can, however, change to Manually so that you control when each slide appears regardless of what timings have been set.

Multiple Monitors Options If you have more than one monitor attached to your computer, you can use the Multiple monitors options to control which monitor the main slide show appears on and whether or not you want to view the slides on a Presenter View.

Performance In this section, check Use hardware graphics acceleration to speed up the drawing/display of graphics on each slide. In the Slide show resolution list, click the resolution, or number of pixels per inch, that you want. The more pixels specified, the sharper the image, but the slower the performance of your computer.

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REHEARSE TIMINGS slide. Once complete, you can then use the recorded times to advance the slides automatically when you give your presentation to your actual audience.

You can rehearse a presentation to make sure that it fits within a certain time frame. While you rehearse, you can use the Slide Timing feature to record the time that you need to present each

Open File

Try This Yourself:

   

Before starting this exercise you MUST open the file P725 Set Up Shows_01.pptx...

Slide

Timings

Slide 1 – Sample Quiz Show

6 secs

On the Slide Show tab click Rehearse Timings

Slide 2 – The Aim of a Quiz

10 secs

Slide 3 – Samples Q&As

12 secs

The slide will appear in full screen and the Rehearsal timing toolbar appears

Slide 4 – The sun is...

6 secs (Q)

Slide 1 – Sample Quiz Show - read the slide and wait approximately 6 seconds (0:00:06) and then click the button to advance to Next the slide 2

Slide 5 – ...name of galaxy

Ensure you are working on slide 1 – Sample Quiz Show

10 secs (A) 12 secs (A) Slide 6 – How many planets...

10 secs (Q) 16 secs (A)

Slide 7 – ...smallest planet

Slide 2 – Aim of a Quiz button to click the Pause pause the timer and then click the Pause button again to resume the timer until it reaches 10 seconds and then advance to the next slide

6 secs (Q) 12 secs (A)

Slide 8 – Jupiter is the...

6 secs (Q) 10 secs (A)

Slide 9 - ...Red Planet?

6 secs (Q) 10 secs (A)

You can use the Repeat button if you want to restart the timer for the current slide



6 secs (Q)

Note: For slides 4 to 9, you need to click the Next timing button after the question and then wait a few seconds after the answer before clicking Next again for the next slide. For example, for slide 4 (The sun is...), you would click Next after 6 seconds has elapsed and then, when the answer appears, click when the timer shows 10 seconds.

Continue rehearsing timings for each slide using the table shown as a guide On completion select [Yes] to save the timings

For Your Reference…

Handy to Know…

To rehearse slide timings: 1. On the Slide Show tab click Rehearse Timings button 2. Use the Rehearsal toolbar to pause, restart or advance to the next slide 3. On completion, click [Yes] to save timings

• While you’re rehearsing timings, you decide

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to start again from scratch, click the button and choose [No] so that the timings aren’t saved. You can then click the Rehearse Timings button to start again.

Chapter 14 - Setting Up Slide Shows

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

USING TIMINGS When you’ve finished rehearsing timings for a presentation, PowerPoint automatically displays the slides in the Slide Sorter View. The timings are shown for each slide. If necessary, you can

Try This Yourself: Same File

change the timings or turn off a timing for an individual slide. If you want to temporarily turn off all timings, you can ensure that Use Rehearsed Timings is unchecked on the Slide Show tab.

Continue using the previous file with this exercise, or open the file P725 Set Up Shows_02.pptx...



Ensure you’re working in the Slide Sorter view and notice the timings allocated to each slide



Click on the Animations tab and notice the timing for each slide in Automatically After in the Advance Slide section

You can click from slide to slide if you wish to adjust the timings if you wish



Click on the Set Up Slide Show button, select Browsed by an individual (window) and Loop continuously until ‘ESC’ Click [OK] to accept these changes...



On the Slide Show tab, ensure Use Rehearsed Timings is checked



Run the slide show from the beginning and sit back and watch as it advances automatically



Notice that you can turn off timings so that you can manually advance through your slides. This can be done using the options in the Advance slides section of the Set Up Show dialog box.

When the shows back to the beginning, press

to end it

If you wish, you can alter the timings now and run the presentation again

For Your Reference…

Handy to Know…

To change individual slide timings: 1. Switch to the Slide Sorter view so that you can easily see the timings that are set 2. Click on each slide and use the Automatically After box on the Animations tab to change any of the timings

• If you turn off the timing for an individual slide (using the Automatically After box on the Animations tab), the timing is removed from the slide but will reappear if you recheck the Automatically After box again at another time.

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UNDERSTANDING NARRATION Narration can enhance self-running presentations. You can also use narration to retain the details of a meeting, so that presenters or absentees can review the presentation later 1

and hear any comments made during the presentation.

How Narration Works You can record a narration before you run a presentation or you can record a narration during a presentation so that you include audience comments and feedback as part of the recording. If you don't want narration throughout the presentation, you can record comments only on selected slides or turn off the narration so that it plays only when you want it to play. appears on the slide. As with all sound When you add a narration to a slide, a sound icon icons, you can either click it to play the sound or set the sound to play automatically. Voice narration takes precedence over any other sounds, and only one sound can play at a time in a presentation. As a result, other sounds that are set to play automatically in a presentation are overridden by a narration and will not play. However, sounds that are set to play when clicked will still play when you click them. If you have rehearsed timings for the slides in a presentation and then you record narration, the rehearsed timings will be overwritten with the narration times. Note: To record and hear a narration, your computer must have the appropriate equipment - a sound card, microphone, and speakers.

2 Linked or Embedded Narration There are two ways in which narration can be included in a slide show. You can record your narration and embed it into the presentation. Alternatively, you can use any recording software (and equipment) to record your speech and then you can link that into any of your presentations. Embedded The narration sound file becomes part of the presentation and is stored with it, resulting in a larger file size for the presentation. Linked The file size of a presentation containing linked narration is smaller because the sound file is stored outside the presentation file. You can specify a location on your hard disk drive for the narration, and the sound file plays with the presentation. If you run the presentation on a different computer, you must move the linked sound file to that computer. The best way to move a presentation and its linked files is to use the Package for CD feature. If you link narrations to your presentations, you can make changes to the sound files by using a sound editing program. Click the Record Narration button on the Slide Show tab to display the Record Narration dialog box. â&#x20AC;˘

If you want to record and embed your narration, you can change the Microphone Level (if necessary) and then click [OK] to begin recording. You can record and advance to each slide until you reach the end and then save your recording as prompted.

â&#x20AC;˘

If you want to link to an existing narration, click the Link narrations in box and then browse for the appropriate sound file.

ÂŠ Watsonia Publishing

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NARRATING A SLIDE SHOW If you want to create a self-running presentation, it is easy to record your voice, or those of others, so that the slide show is automatically narrated as each slide appears. You can also easily

record your voice, or the voices of others, during a slide show so that you can keep a historical account of what was said.

Narrating Slides 1. Open the appropriate presentation and, in Normal view, click on the slide where you want to start recording. 2. On the Slide Show tab, click Record Narration. 3. Click [Set Microphone Level] is you want to change its settings. 4. Use the [Change Quality] button if you want to use a previously saved sound quality setting or if you want to create a new one. 5. Click [OK] to begin recording. The first slide will appear in a full screen view. Speak into the microphone, and then click the slide to advance to the next slide. Follow this process for each slide that you want to narrate. To pause or resume the narration, right-click the slide, and then on the shortcut menu, click either Pause Narration or Resume Narration. 6. If you reach the end of the presentation, you will be prompted whether or not you want to save to display the same the narration. If you want to exit before reaching the last slide, press message. Choose [Save] to save your narrations.

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SETTING UP SLIDE SHOWS Practice Exercise

Tasks:

Completed:

Before starting this exercise you MUST have completed all of the topics in the chapter Setting Up Slide Shows…



Open the presentation called PE_Setting Up Slide Shows.pptx

     

Using the Slide Show tab, rehearse timings for the slides as it is going to be used as a self-running presentation

Take a few moments to familiarise yourself with the contents of the presentation

Run the presentation and check that you’re happy with the timings – if not, use the Animations tab to adjust them Set up the slide show so that it can be viewed by a individual and so that it loops until the

key is pressed

Run the slide show until it has finished one loop and then press end the show

If you have the time and the necessary equipment, practise recording a narration for each slide and then run the slide show again On completion, save the file as PE_Setting Up Slide Shows (Completed).pptx

Files required for exercise:

PE_Setting Up Slide Shows.pptx

Files/work created by student:

PE_Setting Up Slide Shows (Completed).pptx

Exercise Completed:

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NOTES:

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CHAPTER 15

FOCUS

PUBLISHING PRESENTATIONS

ECDL_P724

There are many different ways that you can share your presentations with others. Some options allow users to only view the content and others allow them to edit/update the presentation slides.

In this session you will:

•

gain an overview of how to package presentations to a CD

•

gain an overview of how to publish slides to a Slide Library

•

learn how to create slide handouts for printing and editing in Microsoft Word

•

gain an overview of some of the ways in which presentations can be shared with others

•

gain an overview of the Send options that can be used for emailing a presentation as an attachment

•

gain an overview of how to save a presentation as a web page so that it can be viewed using a browser such as Internet Explorer

•

learn how to save a presentation as a web page.

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PACKAGE FOR CD If you have completed a presentation, you may want to distribute it to other users, some of whom may not have PowerPoint 2007 available to them. Using the Package to CD option, you can

create a version of your finished presentation that publishes it to a drive or CD together with PowerPoint 2007 Viewer which can be used to automate the running of your presentation.

Publishing a Presentation Before you package your presentation, it’s a good idea to make sure it is completed and that you’ve inspected it for any elements that you don’t want to include in your presentation, such as your user name, company, speaker notes, etc. Using the Office Button, select Prepare and Inspect if you want to check your presentation before it is distributed. When you’re happy with the final presentation, save it and then: 1. Click on the Office Button

and click on Publish.

2. Select Package for CD. You may then receive a PowerPoint message explaining about different file compatibility formats. If you do, click [OK] to proceed. The Package for CD dialog box will appear. 3. If you’re packaging to a CD, you could insert the CD at this stage. 4. In the Name the CD box, type the name you want to give to the CD or the folder where the presentation is stored. 5. If you want to include multiple presentations, use the [Add Files] button to insert the presentations. You can change the play order of the presentations once they’ve been added. If you don’t add further presentations only the open presentation will be packaged. 6. Click the [Options] button to specify any special details about the presentation(s) and associated data. Click [OK] once you’ve completed the Options dialog box. 7. Choose [Copy to Folder] if you want to save your packaged presentation (and associated files) to a folder on a local or network drive. Select [Copy to CD] if you want to burn the presentation (and associated files) to the CD that you previously inserted. In PowerPoint, if you copy your presentation to a CD, make sure that you copy all of the files in a single operation. After the first set of files is copied, you cannot add any more files to the disc by using PowerPoint. However, you can use Windows Explorer to copy additional files to a CD-R or CD-RW that contains existing files. The packaged CD or folder will contain a number of different files to help view/run your presentation. When the CD is inserted, the presentation(s) will play automatically. You can also run the file called play.bat or use the PPTVIEW.EXE program to run PowerPoint Viewer and then you can select which presentations to view. Note:

You can copy to a blank recordable CD (CD-R), a blank rewritable CD (CD-RW), or a CD-RW that contains existing content that can be overwritten. PowerPoint 2007 does not support the direct burning of content to any DVD formats. As an alternative, copy your presentation to a folder, and then use DVDburning software to import the content and create a DVD. © Watsonia Publishing

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PUBLISHING SLIDES TO A SLIDE LIBRARY You can share and reuse slide content by storing individual slide files in a centrally located Slide Library. To do this you must be running PowerPoint 2007 and be connected to a server

running Microsoft Office SharePoint Server 2007. Contact your network administrator if you are unsure of whether or not you can access this facility.

How Do Slide Libraries Work Using Slide Library updates, you can associate a slide that you inserted in a presentation on your computer with the original slide that resides in the Slide Library on the server. When you open the presentation on your computer, PowerPoint notifies you if the slide has been updated and gives you the opportunity to ignore the update, append a new slide to the outdated slide, or replace the outdated slide with the updated one. If you change an existing slide in a Slide Library, Office SharePoint Server 2007 time stamps and automatically checks the file out to you, and then time stamps and checks it back in when you are finished. Office SharePoint Server 2007 has a versioning capability that you can use to track the history of all changes made to a slide.

Publishing Slides to a SharePoint Server Slide Library A Slide Library must already exist on your SharePoint 2007 Server before you can publish your slide libraries to that folder. 1. Open the presentation containing the slides that you wish to publish. 2. Click on the Office Button

and click on Publish.

3. Select Publish Slides. 4. In the Publish Slides dialog box, use the check boxes to select which slides you wish to publish. Use Select All to check all of the boxes or Clear All to deselect all of the boxes. 5. You can edit the individual names in the File Name column or the text in the Description column. PowerPoint automatically names each slide with the name of the presentation and a sequential number. The descriptions are based on the title on each slide. 6. Browse to or type the name of the slide library location in the Publish To box and then click [Publish].

ÂŠ Watsonia Publishing

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CREATING HANDOUTS FOR USE IN WORD You can create slide handouts that can be formatted using Microsoft Word. You may also want to include the handouts within the body of another document. Once the slide handouts

Open File

Try This Yourself:



appear in Word (they are in a table format), you can copy and paste the table into another document of your choice.

Before starting this exercise you MUST open the file P724 Publishing Presentations_01.pptx... Click on the Office Button , select Publish and then Check Handouts in Microsoft Office Word A dialog box appears in which you can specify the layout of the handouts and whether or not you want to paste or paste a link so that the handouts automatically update



Select Blank lines next to slides and Paste and then click [OK]



Microsoft Word will open and it will take a few moments until all the slides from the presentation appear



Go to page 1 in the document, select column 1 and change the font to 14 point and bold

You could add extra text to this document or select then copy/paste the information into another document



Save the document in your student file folder naming it My Handouts.docx



Exit from Word to return to your presentation and then close the file

For Your Reference…

Handy to Know…

Creating handouts for use in Word: 1. Click on the Office Button , select Publish and then Check Handouts in Microsoft Office Word 2. Select a layout and Paste or Paste link and then click [OK]

• If you click Paste link, each time that you open the Word 2007 document that contains the linked presentation, you will be prompted to accept or reject any updates that were made to the linked presentation.

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SHARING PRESENTATIONS WITH OTHERS PowerPoint 2007 offers a number of different ways that users can share information. This is true of the other programs in the Office 2007 suite, such as Word and Excel. In addition to

publishing presentations to a Slide Library, you can also publish to a Document Management Server or a Document Workspace.

Document Management Server (DMS) Overview Using Microsoft Office SharePoint Server 2007, you can publish your presentations to your organisations document management server which is a centralised storage area for shared documents. The DMS can contain all sorts of files â&#x20AC;&#x201C; documents, presentations, slides, workbooks, emails, etc. If you select this option on the Publish menu, you must have an existing DMS site available.

Creating Document Workspace A Document Workspace site is a SharePoint site that helps you to coordinate the development of one or more related documents with other people. The site provides tools to share and update files and to keep people informed about the status of those files. When you create a site that is based on files from Word, Excel, PowerPoint, or Visio, you can work directly in the file on the Document Workspace site or work on your own copy. You can periodically update your own copy with changes from the server or update the server with changes from your copy.

Note: Collaboration and sharing is a vast subject and will be covered in detail in forthcoming SharePoint Server 2007 documentation. ÂŠ Watsonia Publishing

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SENDING PRESENTATIONS In addition to using the Publish options on the PowerPoint Office button, you can also share your presentations with others using the Send options. You can send presentations in a 1

number of different formats, such as a PowerPoint presentation file, a PDF, an XPS file and even via an Internet Fax.

Sending as an Email Use the E-mail option to email the open presentation as an attached .pptx file. Your email program, Outlook, will open and the presentation will automatically be included as an attachment. You can then address your email to the recipients and prepare the remainder of the message in the usual way. Note: The Subject for the e-mail is automatically entered as the name of the attached presentation. You can change the Subject name if you wish. Recipients of the email can open the presentation to view it or they can save the presentation to their own drive/folder so that they can work with it or make any necessary changes to its content. If you don’t want recipients to have the ability to edit the presentation, you should send it as a PDF or XPS attachment instead.

Sending as a PDF or XPS Attachment You can download a free, add-in utility from Microsoft that enables you to share your files in PDF and XPS formats. Sending a presentation as a PDF or XPS attachment enables you to share it in a finished format that others can view no matter what type of computer system they may be using. PDF stands for Portable Document Format and was developed by Adobe Systems Incorporated. XPS stands for XML Paper Specification, and it is a new XML-based, cross-platform file format specification that enables users to create, share, print, and archive finished, formatted files easily. If you send the presentation as a PDF attachment, the recipients can view the content using Adobe Reader but they can’t make any changes. If you send as an XPS attachment, the recipients can open the file and it will appear in a browser window. They can view the content but there is also a [Save A Copy] button which allows them to save a copy for themselves (unless you’ve protected the presentation before attaching it).

Sending to an Internet Fax You can send a presentation file to someone by fax using the Internet Fax option on the Send menu. You need a subscription to an Internet Fax service provider before you can use this option.

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HOW TO PUBLISH A PRESENTATION TO THE WEB resides in a folder together with other associated files, such as backgrounds, etc.

You can use the Web to give others access to your presentation by publishing it to a web server. You can publish the presentation either as a single web page or a web page that

Creating a Web Page for an Existing Presentation 1. Open the presentation you wish to save as a web page. 2. Click on the Office Button

and click on Save As to display its menu.

3. Select Other Formats to display the Save As dialog box. 4. If you want the published presentation to have a different name from the source name, type a new name in the File name box, otherwise leave the name as it is. 5. In the Save as type box, select one of the following options: •

Web Page (*.htm;*.html) to save your presentation as a Web page and create an associated folder that contains supporting files (such as backgrounds, bullets pictures, and sounds).

•

Single File Web Page (*.mht;*.mhtml) to save your presentation as a Web page that integrates all supporting information, including all linked files, into a single file.

6. Click on the [Publish] button to display the Publish as Web Page dialog box. 7. In the Publish what? box, specify how many slides you want to publish and whether or not you want to show speaker notes. Use the [Web Options] button to change any characteristics about the way the presentation appears in your nominated browser specified in the Browser support box. 8. In the Publish a copy as box, you can change the Page title and the location of the saved web page (or pages). If you want others to access your presentation using their browser, you must specify a web server or shared computer location. 9. If you want the presentation to immediately appear in a browser window, click the Open published Web page in browser option. 10. Click [Publish] to create the web page.

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PUBLISHING A PRESENTATION TO THE WEB You can share your presentation with others so that they can view it using a web browser such as Internet Explorer. When saving a presentation in a web format, you must ensure that you save to

Open File

Try This Yourself:

Continue using the previous file with this exercise, or open the file P724 Publishing Presentations_02.pptx...



Click on the Office Button select Save As and then choose Other Formats

 

In the Save as type box select Single File Web Page

 

Ensure the Display speaker notes option is unchecked

 

Ensure Open published Web page in browser is checked



Take a few moments to navigate through the presentation or to run the slide show



a location that is accessible to others, such as a web server or shared drive/folder.

Click on the [Publish] button to display the Publish as Web Page dialog box

In the Browser support box, select an option that suits your browser facility

Click [Publish] You may be prompted with security options while the presentation is published and displayed as a web page – if you are able to, proceed through the options until the presentation appears in your browser window

Close the browser window on completion

For Your Reference…

Handy to Know…

To save a presentation as a web page:

• When the presentation is published to your web browser, a Slide Show button usually appears in the Status Bar at the bottom of the browser window. You can click this button to run the presentation as a slide show.

1. Click on the Office Button select Save As and then choose Other Formats 2. Use the Save as type box to select a specific web format 3. Use the [Publish] button to change any settings © Watsonia Publishing

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CONCLUDING REMARKS Congratulations! You have now completed this course of study. This course was designed to get you to the point where you can competently perform a variety of operations using the

software. We have tried to build up your skills and knowledge by having you work through specific tasks. The step by step approach will serve as a reference for you when you need to repeat a task.

The following is a little advice about what to do next: • Spend some time playing with what you have learnt. You should reinforce the skills that you have acquired and use some of the application's commands. This will test just how much of the concepts and features have stuck! Don't try a big task just yet if you can avoid it - small is a good way to start.

The four publications in the InFocus ECDL Advanced Series for Office 2007 include:

• Some aspects of the course may now be a little vague. Go over some of the points that you may be unclear about. Use the examples and exercises in these notes and have another go these step-by-step notes were designed to help you in the classroom and in the work place!

Code

Title

AM3v15-07

Module AM3, Advanced Word Processing (Word 2007)

AM4v15-07

Module AM3, Advanced Spreadsheets (Excel 2007)

AM5v10-07

Module AM5, Advanced Database (Access 2007)

AM6v10-07

Module AM6, Advanced Presentation (PowerPoint 2007)

Here are a few techniques and strategies that we've found handy for learning more about technology: •

read computer magazines - there are often useful articles about specific techniques

•

if you have the skills and facilities browse the Internet, specifically the technical pages of the application that you have just learnt

•

take an interest in what your work colleagues have done and how they did it - we don't suggest that you plagiarise but you can certainly learn from the techniques of others

•

if your software came with a manual (which is rare nowadays) spend a bit of time each day reading a few pages. Then try the techniques out straight away - over a period of time you'll learn a lot this way

•

and of course, there are more training modules in our series.

Watsonia Publishing Ltd Stanton House, 1 Castlefield Road, Reigate, Surrey, RH2 0SA T: +44 (0) 1737 240 044 F: +44 (0) 1737 240 014 Web site: www.watsoniapublishing.co.uk Australia & New Zealand Watsonia Publishing 47 Greenaway Street Bulleen Victoria Australia 3105 T: +61 (3) 9851 4000 F: +61 (3) 9851 4001 Web site: www.watsoniapublishing.com

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INDEX 3-D effects 44 3-D rotation 44

background graphics, hiding 14 Background Styles 81 backgrounds 14, 7 bevel 44 borders 8 browser 145, 146

fill effects, colour 47 fill effects 46 fill, gradient 46 fill, picture 46 fill, texture 46 flipping 37 flow, slides 8 font size 7 fonts 7 Format Painter 42 Format Shape dialog box 42

H Handout Master 87 handouts, creating 142 handouts, Microsoft Word 142 hardware 3 hierarchy diagram 50 HTML format 70 hyperlink, creating 113 hyperlink, external files 114 hyperlinks, creating 112 hyperlinks, link options 112 hyperlinks 112, 76

I Internet Explorer 145 Internet Fax 144

L landscape 15 linked objects 73 list diagram 50

D data projector 5 data series 63 diagram 50 digital pointer 3 Document Management Server 143 Document Workspace 143 Drawing group 18

narration, embedded 135 narration, linked 135 narration, sound file 135 narration, stopping 132 Notes Master 87

O objects, aligning 19 objects, co-ordinates 24 objects, formatting 21 objects, grouping 20 objects, layering 23 objects, positioning 24 objects, reordering 23 objects, resizing 22 objects, rotating 19 objects, selecting 33 orientation 15

C capitals 7 CD, playing tracks 120 CD 140 chart template 66 charts, mixed 63 charts, secondary axis 64 Clip Art 28 ClipArt 8 colours 7 Copy 70 custom animation, contents 105 custom animation, emphasis 106 custom animation 104 custom slide show, editing 127 custom slide show, order 127 custom slide shows, running 128 custom text animation 103 cycle diagram 50

N effects 42 e-mail 144 EMF file 70 emphasis effect 103 entrance effect 103 environment, planning 4, 5 equipment 5 Excel data, linking 75 exit effect 103

action buttons, creating 115, 116 action buttons, overview 115 action buttons, using 118 actions, adding to objects 117 animation, stopping 132 audience, planning 4, 6

Movie Tools: Options 119 movies, inserting 119 multiple monitors 132

drawing tools 18 drawings 18 DVD 140

M Master Layouts 85 matrix diagram 50 Microsoft Word 72 motion paths 103 movie clip, adding 122 movie clips 119

P package 140 page setup 15 Paste Options 70 Paste Special 72 Paste 70 PDF attachment 144 photographs, Clip Art Gallery 31 picture placeholder 29 picture, brightness 35 picture, contrast 35 picture, cropping 38 picture, effects 36 picture, insert from file 43 picture, recolour 35 picture, resizing 39 picture, shapes 36 picture, styles 36 picture, transparent 43 Pictures, inserting 28 pixels 132 placeholders 84 planning a presentation 2, 4 portrait 15 PowerPoint 2007 Viewer 140 presentation design 2 presentations, inspect 140 process diagram 50 projection 3 pyramid diagram 50

ECDL Advanced AM6 v1.0 (2007) - Classroom Guide

sounds, inserting 120

R rehearse timings 133 rehearsed timings, changing 134 rehearsed timings, using 134 resolution 132 rotating 37 RTF file 70

T templates, using 89 templates 88 text animation 103 theme colours 46 theme, colours 11 themes, applying 10 themes, effects 13 themes, fonts 12 transitions 101

S selecting objects 32 Selection and Visibility pane 32, 33 Send options 144 shadow effects 45 shape effects 44 Shapes button 18 SharePoint Server 2007 143 Single File Web Page 145 slide layouts 83, 84 slide library, publishing 141 slide library, selecting 141 slide library, SharePoint 141 Slide Master view 80, 81, 82, 83, 84, 85, 86 slide show, custom 126 slide show, kiosk 132 slide show, manual 132 slide show, narrating before 136 slide show, narration 132 slide show, running 100 slide show, set up options 132 slide show, speaker 132 slide shows 109 Slide Sorter view 94 slides, adding from files 95 slides, copying 94 slides, deleting 94 slides, moving 94 slides, reusing 95 SmartArt, adding new shapes 56 SmartArt, changing style 53 SmartArt, changing 55 SmartArt, colouring 54 SmartArt, formatting 57 SmartArt, inserting text 52 SmartArt, inserting 51 SmartArt, layout 55 SmartArt, moving 58 SmartArt, resizing 58 SmartArt, Text Pane 52 SmartArt 50 solid colours 46 Sound Tools: Options tab 120 sounds, adding 121

U update links 73, 74

V value axis, formatting 65

W web page 145, 146 WMF file 70 Word tables, linking 72 Word tables, pasting 71

X XPS attachment 144